Administrative Assistant

Description

Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers. Enhances effectiveness by providing information management support.

Duties and Responsibilities

• Performs general office/clerical tasks such as:
  
  • monitoring/ordering standard office supplies;
    
    
  • collating and assembling documents;
    
    
  • accepting and delivering inter-department correspondence,
    
    
  • photocopying/faxing correspondence and reports;
    
    
  • attend meetings and take/distribute minutes;
    
    
  • scheduling appointments and maintaining supervisor’s calendar;
    
    
  • screening calls/visitors and making travel arrangements;
    
    
  • follow up on all building maintenance needs
    
    
• Monitor schedules, appointments, and calendars for the director and assistant director.
  
  
• Establishes, maintains, and updates files, records, accounts and other information as needed to support and document functional operations and activities
  
  
• Plans, collaborates, and coordinates specific meetings, occasions, operations, meetings, presentations, conferences or other group events; anticipates needs, puts together the necessary components, combines various elements and ensures readiness in advance of the activity
  
  
• Develops, updates, and retrieve data and paperwork. (e.g.; contract information, course evaluations, comprehensive exam questions template, etc.)
  
  
• Collaborate with the Assistant Director to communicate with adjunct instructors as needed and maintain faculty files to ensure that they are current and up to date.
  
  
• Coordinate the flow of information both internally and externally by answering calls and directing to appropriate person
  
  

Requirements

Education: Administrative training and experience required; associates degree or higher preferred .

Experience: Two or more years work experience in an administrative role.

Computer Skills: Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.)

Qualifications

• Experience within the same or similar sector (higher education, non-profits).
• Proficient in use of Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and related software applications; demonstrated ability to adapt to new technology; prior experience with the Banner database is a plus.
• Ability to use tact and discretion, maintain confidentiality of information including personnel records, evaluations, budgets, files, and other related matters.
• Strong organization skills; detail oriented; ability to move from one task to another effectively and work well in a fast-paced environment.
• Ability to manage and prioritize time and duties efficiently and work with limited supervision.
• Excellent customer service, interpersonal, written and verbal communication skills.
• Demonstrated ability to work as part of a team member and independently

How to Apply

Please submit a cover letter, resume, and a completed Application for Educational Support Staff Employment either via email at HROffice@hamptonu.edu or fax to (757) 727-5969:

Office of Human Resources

Hampton University

Hampton, VA 23668

**No phone calls

** Incomplete applications will not be considered

** As a condition of employment, Hampton University requires all employees to be vaccinated against COVID-19 to include the COVID-19 booster, unless you submit and are approved for a medically contraindicated exemption or religious exemption.