Administrative Assistant Full Time

Position Description:

The Administrative Assistant provides essential support to departmental operations by managing schedules coordinating meetings preparing documents and maintaining records. This role requires strong organizational skills attention to detail and the ability to handle confidential information with discretion.

Major Responsibilities:

• Schedules maintains and prioritizes a calendar of appointments meetings and travel. Plans and organizes the administrative aspects such as agenda preparation site selection food/beverage selections audio-visual arrangements and document development.
• Answers screens and initiates telephone calls and greets visitors providing procedural information and answering inquires related to operational and substantive matters. Solves problems and prioritizes accordingly by interpreting department policies and procedures.
• Assists with Board Committees including scheduling and attending all Board of Trustee meetings. Prepare Board of Trustee Agendas/Minutes and other committee agendas/minutes and other duties as required.
• Performs a variety of routine and moderately complex word processing such as creating/drafting correspondence memos and documents from rough draft or under verbal instruction. Makes decisions on format and layout and edits for accuracy and consistency of data. Compiles supportive graphics reports or statistical data.
• Creates reports under general instruction and displays data to support needs generates existing reports and distributes reports as needed.
• Establishes and maintains filing systems for records files and documentation. Maintains confidential materials and records.
• Opens reads and prioritizes mail and department documents handling some requests independently.
• Performs necessary research and basic analysis of materials to support administrative needs.
• Operates and maintains office equipment (fax printer photocopier) and may order office supplies.

Licensure Registration and/or Certification Required:

None Required

Education Required:

High School Diploma or Equivalent

Experience Required:

Typically requires 2 years experience in providing administrative support

Knowledge Skill & Abilities Required:

• Demonstrated ability to maintain a high degree of confidentiality.

• Ability to effectively manage time and priorities.

• Ability to prioritize office workflow and make effective administrative decisions to increase efficiency accuracy and productivity.

• Demonstrated ability to tactfully and effectively communicate (written and verbal) with a variety of individuals.

• Computer Skills: Must be proficient in the use of the Microsoft Office (Excel PowerPoint and Word) or similar products.

• Demonstrated ability to create and compile documents reports graphs/charts and presentations.

• Ability to manage data systematically.

• Demonstrates organizational ability and attention to detail and accuracy.

Physical Demands:

• Must operate all equipment necessary to perform the duties of the job.

• Must be able to sit stand and walk for prolonged periods of time in order to complete required word processing filing photocopying distribution of materials and other related functions. Exposed to a normal office environment.

• Must be able to continuously use a keyboard.

• Occasionally lifts items weighing up to 20 lbs.

• Must have functional speech vision and hearing.

• Must be able to concentrate on minute detail with frequent interruptions.

• Must be capable of typing writing and data entry for prolonged periods of time.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.