Administrative Assistant Jobs

About The Position

Requirements

• Associate's degree.
• Advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
• Consistently positive attitude and professional demeanor, with strong attention to detail.
• Ability to work in a fast-paced environment, manage competing priorities, and remain flexible as priorities shift.
• Outstanding interpersonal and communication skills, including the ability to interact professionally and with tact and diplomacy with people at all levels, both inside and outside the department.
• Readiness to take on responsibility and willingness to pitch in and help others.
• Strong initiative and ability to identify what needs to be done and act independently without close supervision.
• Demonstrated ability to manage competing priorities, exercise sound independent judgment, and carry out complex assignments with minimal supervision.
• Excellent written and verbal communication skills, including the ability to draft professional correspondence, presentations, and reports on behalf of the department.
• High level of discretion in handling confidential information.

Nice To Haves

• Bachelor's degree.
• Experience with university systems such as Concur or Workday.

Responsibilities

• Provide consistent front desk coverage; maintain a professional and welcoming reception area; answer telephone calls and respond to emails promptly.
• Support students, faculty, staff, and visitors, and monitor front desk traffic.
• Maintain a neat and orderly work environment.
• Apply knowledge of department programs, policies, and university resources to resolve routine and non-routine inquiries.
• Serve as departmental liaison to Information Technology Services (ITS), Facilities, the copying center, and other university offices.
• Purchase and monitor department supplies, maintain detailed Excel purchase records, and retain receipts in a shared folder.
• Liaise with student clubs to support their activities and coordinate catering needs.
• Monitor spending across department purchases and student club budgets.
• Manage room scheduling, ensure audiovisual equipment is functioning, and arrange seminar room cleaning when required.
• Submit work orders and liaise with Facilities to help ensure the department is clean, safe, and functioning.
• Maintain office equipment and assist with assigning offices to faculty, graduate students, and visitors.
• Maintain organized electronic filing and records management systems.
• Manage department mail, package deliveries, and inter-office correspondence.
• Manage department listservs and email distribution lists and disseminate departmental communications.
• Plan, organize, and coordinate department events, including faculty speaker seminars and student- and research-facing initiatives.
• Manage event logistics, including space reservations, catering, audiovisual equipment, signage, materials, attendee communications, on-site setup, and post-event follow-up.
• Prepare event materials, briefing documents, and printed programs; manage the department event calendar and flag scheduling conflicts.
• Coordinate travel and hospitality for visiting speakers and faculty candidates, and process reimbursements with the Budget Coordinator.
• Assist with additional projects and administrative tasks as needed.

Benefits

• Medical, vision, and dental benefits.
• Paid time off.
• Tuition assistance.
• Wellness and life benefits.
• Retirement benefits.
• Commuting and transportation benefits.