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Administrative Assistant

Adelphi University
New York, United States
Salary Not specified
Posted date
Sep 24, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Salary Band
Not specified
Employment Type
Full Time
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Administrative Assistant

Learning Resource Program


The Administrative Assistant is responsible for the daily office operation to ensure seamless efficient operation of the Programs' multidisciplinary services, the supervision of student and clerical staff, and administrative support for the director(s). In addition, the Administrative Assistant manages and coordinates the process of new applicants and coordinates all events. The administrative assistant is required to work closely with our admissions liaison, manage sensitive calls for potential applicants and concerned parents, and assume a leadership role in the absence of the directors. Essential to this position is compliance with FERPA and HIPAA and awareness of the confidential and sensitive nature of student records.

Our union positions have excellent benefits including Tuition Remission for the employee, spouse and dependent children. The salary for this position is $39,473. Pre-employment assessment on Microsoft Word and or Excel will be conducted.

REPORTS TO: Director of Learning Resource Program

  1. Operationally supervise student and clerical staff.
  2. Oversee the Admissions' operation for applicants.
  3. Manage all purchases for the Unit and ensure timely processing of purchase orders.
  4. Provide executive assistant support to director(s).
  5. Oversee records of students, student and hourly payroll, and staff time sheets.
  6. Coordinate room schedules and office functions with counselors, coaches, learning specialists and support staff to ensure seamless office operations.
  7. Assist with maintenance of a calendar for the director(s) and schedule daily appointments, interviews and information meetings.
  8. Screen telephone calls and visitors.
  9. Coordinate and arrange meetings.
  10. Compose, organize and maintain correspondence and communications.
  11. Assist with complex issues, often of a confidential nature; follow-up on pending matters.
  12. Communicate and/or coordinate director's instructions with various individuals and/or departments
  13. Organize and prepare materials needed for conferences, correspondence, meetings, telephone calls, workshops, etc.
  14. Oversee the maintenance of the filing and record system, including confidential files, electronically and materially.
  15. Coordinate and compile special projects, including the coordination of LRP summer program as directed.
  16. Compile departmental statistical summary reports, as directed.
  17. Perform other job-related duties as assigned by the Director(s).

Communications and Customer Service:
  1. Provide information, as directed, to faculty, students, employees, and the general public.
  2. Interact with students, staff and administrators throughout the University to resolve problems. 3. Respond to routine inquiries regarding departmental matters.
  3. Answer telephone calls; screen incoming calls and forwards/refers calls; assist in maintaining up-to-date mailing and telephone directories.
  4. Provide receptionist services; schedule appointments; maintain calendars; refer students, faculty, employees and general public to proper areas or persons.
  5. Furnish information on the department's rules and regulations, when authorized.
  6. Assist with arrangements for special events, such as conferences, seminars, guest lectures, fairs, community or fundraising events.
  7. Assist in training new employees in various office duties/use of office equipment.
  8. Communicate with other academic or administrative departments or outside agencies to expedite the processing of paperwork and departmental tasks or answer inquiries.

Documentation and Information Management:
  1. Prepare and print materials such as letters, memoranda, forms, purchase orders and vouchers, using computers and relevant peripheral equipment.
  2. Compose and respond to routine correspondence.
  3. Proofread and edit documents for accuracy, formatting and completeness.
  4. Use office software packages such as Word and Excel in document preparation, file maintenance and report generation.
  5. Collect information or data from various sources; file and retrieve books, documents and/or data as needed. Update existing files.
  6. Create and/or maintain filing systems.
  7. Maintain departmental records; keep separate confidential records when instructed.
  8. Prepare and process various forms, e.g., admissions forms and other forms.
  9. Prepare charts, graphs, or tables for presentations, reports, and/or interoffice communications.
  10. Maintain financial and/or student records and databases, and update them as necessary.

Transaction Processing:
  1. Prepare routine reports, including drafts, using information received from various sources.
  2. Assist supervisors in specialized office functions.
  3. Prepare the department/unit/college mailings within the department or coordinating with outside vendors, arranging special mail services when authorized
  4. Assist in preparing and distributing materials such as recruitment documents.

  1. Perform routine upkeep of office equipment, e.g., photocopier, computer terminals, printers, fax machines.
  2. A leadership role overseeing student workers, and the organization of certain events in the absence of the office manager may also be asked of the administrative assistant.
  3. Maintaining complex databases and the ability to translate data and compile reports for the director/associate director.
  4. May serve on committees when authorized.
  5. Perform other job-related duties as assigned.

REQUIREMENTS (Knowledge, Skills and Abilities):
  1. Excellent interpersonal skills, organizational skills and attention to detail.
  2. Ability to be discrete and maintain high confidentiality on a wide range of issues.
  3. Excellent verbal and writing skills.
  4. Good knowledge of University policies and procedures.
  5. Ability to use Microsoft Windows, Word, Excel, and PowerPoint, Zoom and Administrative Systems effectively.
  6. Ability to adapt to new applications as necessary (ie: zoom)
  7. Ability to handle multiple tasks effectively and accurately.
  8. Ability to prioritize workload according to volume, urgency, etc.
  9. Ability to work with students and colleagues in a diverse environment.

  1. Must be able to move light boxes and files as needed.
  2. Ability to sit at a desk for long periods of time.
  3. Ability to work on a computer for long periods of time.
  4. Ability to open drawers and file paperwork.
  5. Ability to utilize headphones to answer calls, if necessary.

  1. A two-year college degree or equivalent work experience is preferred.
  2. Minimum of three years of work experience in a large office is required.
  3. Supervisory experience is a plus. Strong computer skills for using Windows, Microsoft Word, Excel, E-mail, and Administrative Systems are required.

The hours for this position are 9:00 am - 5:00 pm.


Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students' lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island's oldest private coeducational university, serving almost 8,000 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers more than 60 undergraduate programs, more than 65 master's degree and doctoral programs, and more than 35 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 116,000 graduates across the country, a growing enrollment of students from 43 states and 64 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.

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