Administrative Assistant Jobs

About The Position

Requirements

• High School Diploma and at least 2 years of administrative support experience is required.
• Equivalent combination of education and experience will also be considered.
• Must possess working knowledge of Microsoft Word, Outlook and Excel.
• May use other web based programs as assigned
• Must demonstrate good judgment, initiative and attention to detail
• Ability to check applicable policies and procedures.
• Deals directly with individuals and groups, both internal and external to the College, ability to check the applicability of matters requiring knowledge of policy.

Nice To Haves

• At least three months of experience in animal ordering and knowledge of the animals we provide, including different strains is preferred.

Responsibilities

• Answer telephones, provide basic information, take messages, and route calls to appropriate personnel.
• Assist in scheduling appointments or meetings when needed and maintain simple calendars following established instructions.
• Prepare routine correspondence and standard forms as directed by supervisors.
• Order general office supplies as needed and track incoming items following standard procedures.
• Read and route mail; maintain general office files.
• Enter animal order information into the departmental database following established instructions and templates.
• Generate and print routine documents (e.g., cage cards, arrival labels) from the system based on provided data.
• Match printed cage cards with arrival slips using clear guidelines (e.g., by vendor and building) and distribute to supervisors for review.
• Enter animal arrival information into the database as directed.
• Maintain the work order system by entering requests and updates under guidance from supervisors.
• Place animal orders in the internal database based on information provided by authorized personnel.
• Forward finalized order information to supervisors or designated staff responsible for vendor communications.
• Prepare data and documentation needed for purchase requisitions; submit them through the system following step‑by‑step instructions.
• Maintain organized records of purchase orders, requisitions, and invoices after supervisory approval.
• Assist in gathering data for monthly or periodic reports by compiling information from databases and files, following thorough instructions from supervisors
• Prepare basic report summaries or spreadsheets once data elements are provided.
• Respond to general inquiries from internal personnel, referring questions requiring policy interpretation or decision‑making to supervisors.
• Notify appropriate staff when issues arise (e.g., delivery discrepancies, missing information) without independently resolving them.