Senior Staff Assistant

VetJobs•Huntsville, AL

11d•$30,000 - $45,000

About The Position

The Senior Staff Assistant serves as the primary point of contact and provides administrative support for the Dean's Office and the Education Student Services Office (ESSO) in the College of Education, Sport, and Human Sciences (CESHS). The role supports college events, procurement and travel arrangements, executive and clerical administration, student-worker supervision, and facilities and office operations.

Requirements

High school education or an equivalent combination of education and years of experience.
3–5 years of full-time verifiable secretarial or administrative work experience.
Proficiency in Microsoft Office Suite, particularly Excel.
Excellent written and verbal communication and interpersonal skills.

Nice To Haves

Associate or bachelor's degree.
Professional experience in a higher education setting.
Proficiency with Google Workspace, Adobe Acrobat Pro, and Canva.

Responsibilities

Plan, coordinate, and execute student- and community-facing college events, including Honors Convocation, Internship Receptions, Advisory Council meetings, and Signature Speaker Series events.
Coordinate with university units such as Event Services, Parking, Facilities, and Dining Services to plan campus events.
Create event marketing materials and invitations using graphic design programs and promote events to internal and external stakeholders through traditional and digital channels.
Serve as the Dean's Office designated Procurement Card holder, follow cardholder regulations, and maintain expenditure records.
Organize and monitor college supply and materials inventories and purchase supplies as needed.
Prepare travel authorizations and make travel arrangements and reservations for Dean's Office personnel in accordance with university guidelines.
Serve as an initial point of contact for students, faculty, staff, and other stakeholders.
Provide administrative and clerical support to the Dean, Associate Dean, and Dean's Office staff, including maintaining calendars and handling meeting requests for the Dean and Associate Dean.
Compose, proofread, edit, and prepare correspondence, reports, and other materials as directed.
Assist with basic editing of college webpages; training will be provided.
Perform other tasks and participate in college projects as assigned.
Supervise student ambassadors each semester, including onboarding and coordinating their participation in college events.
Hire and supervise Dean's Office student workers, including onboarding, time management, task assignment, and performance evaluation.
Submit college work order requests and track their completion.
Distribute mail as needed and coordinate bulk mailings.
Provide initial support to Dean's Office personnel for IT and photocopying or printing issues, and assist with submitting support tickets when needed.