Administrative Assistant

Characteristics of a successful candidate

• Demonstrate sincere enjoyment providing superb customer service.
• Motivation to create a caring and welcoming office environment.
• Integrity, kindness, creativity, and decisiveness.
• Ability to serve with agility; important to lead, listen, and serve with empathy.
• A commitment to practicing open communication and inspiring trust.

Responsibilities include

Administrative Support – Career Success Center

• Provide primary administrative support for the Executive Director for Career Success Center AND team (Executive Director, Associate Director, Assistant Director, Coordinator, Director, Career Coaches, etc.).; including calendar management, outreach updates, and transaction reconciliation.
• Monitor and reconcile departmental budget expenditures in a timely manner; assist in preparing and maintaining accounting records on budgets.
• Coordinate and prepare department meeting materials as designated; including the preparation of agendas, minutes, presentations, and additional items as needed.
• Support the onboarding process for new team members, such as ordering supplies and computers, submitting work orders, requesting phone lines activations, and putting together welcome packages.
• Make travel arrangements; prepare/process travel authorizations and reimbursement claims as needed.

Office Support

• Oversee daily front desk operations, including supervision of student employees, Career Success Center mailbox management, and organization of the reception area.
• Ensure consistent and reliable front desk coverage during business hours, providing backup support when needed.
• Manage the greeting and intake of office visitors; triage inquiries, respond to phone calls/emails, and ensure all requests are handled promptly, professionally, and with a welcoming demeanor.
• Process requisitions and orders for office supplies and equipment; manage incoming and outgoing mail and email communications, including sorting, distributing, filing, and tracking as appropriate.
• Provide clear supervision, training, and ongoing guidance to front desk student employees, communicating expectations, task assignments, and updates effectively, as well as maintaining payroll and attendance procedures/records.
• Assist the team with appointment scheduling, coordination of event/meeting spaces, and food orders as needed.
• Submit and track work orders through appropriate channels.
• Support Career Success Center events by contributing to planning, day-of coordination and execution, and post ‑ event follow ‑ up tasks.
• Maintain and regularly update the office procedures manual/handbook to ensure accuracy and consistency of operations.
• Uphold an organized and welcoming physical workspace and filing/correspondence management system.
• Provide general administrative support to the Career Success team as needed.

Career Events & Programming Administrative Support

• Maintain an up ‑ to ‑ date inventory of all promotional materials and coordinate orders and reorders as needed or at the request of office leadership.
• Track inventory and purchase supplies needed for career events, including Govs Industry Spotlights, career fairs, and other signature programs.
• Ensure all regularly used event materials, such as tablecloths, carts, signage, and display items, are accounted for, properly maintained, and in good working condition.
• Coordinate catering, other food-related purchases, and supply purchases for signature events in collaboration with the event leads/team (Executive Director, Associate Director, Assistant Director, Coordinator, Director, Coaches, etc.).
• Assist in the scheduling of events.

Department and Division

• Maintain open communications with the Executive Director for the Career Success Center and department staff.
• Handle all interactions and communication with students, supervisees, and both internal/external campus community in a clear, positive, professional, and timely manner.
• Support issue-spotting and continuous improvement efforts across supported areas.
• Establish, foster and maintain successful relationships across the division and institution.
• Participate in related professional organizations for continuing development.
• Other duties as assigned.

Required Skills and Qualifications

• High school graduate or equivalent, and at least 1 year of related prior experience as a full-time professional assistant or projects coordinator.
• Knowledge of best practices with providing administrative support, leading special projects, and event coordination.
• Efficiency with Microsoft Office Suite such as outlook, word, powerpoint, and excel.
• Skills that exemplify collaboration, communication, action and advocacy.
• Advanced oral and written communication skills.
• Ability to manage time to meet multiple deadlines and tasks.
• Advanced organizational skills.
• Demonstrated strong organizational and time management skills.
• Demonstrated ability to analyze and assess data.

Preferred Skills and Qualifications

Complementing the required skills and qualifications

• Bachelors degree, and at least 2 years of related experience as a full-time professional assistant or projects coordinator.
• Excellent customer service skills.
• Excellent writing skills.
• Experience with leading special events and projects.