As a newly launched organization, all roles are currently volunteer-based until we can transition to paid positions. Priority for future paid employment will be given to our current volunteer team members once funding allows."

Key points:

• Clearly states volunteer status: "All roles are currently volunteer-based"
• Reason for volunteer status: "as a newly launched organization"
• Future employment opportunity: "Priority for future paid employment will be given to our current volunteer team members"
• Condition for paid positions: "once funding allows"

JOB DESCRIPTION

Position Title:                                    Administrative Assistant  

Employment Classification:             Full-time / Exempt

Reports to:                                         President / Dean

Salary Range:                                     $

JOB SUMMARY

The Administrative Assistant provides essential support to university departments by managing daily administrative tasks, coordinating communication, and ensuring smooth office operations. This role involves handling correspondence, scheduling meetings, maintaining records, and assisting faculty, staff, and students with administrative needs. The Administrative Assistant plays a key role in facilitating efficient workflow and supporting the university’s academic and operational goals.

KEY RESPONSIBILITIES

Office Administration and Support

·      Manage daily office operations, including answering calls, emails, and inquiries.

·      Organize and maintain files, records, and databases for departmental activities.

·      Prepare reports, presentations, and correspondence as required.

·      Maintain office supplies and coordinate procurement processes.

SCHEDULING AND EVENT COORDINATION

·      Schedule and coordinate meetings, appointments, and conference calls.

·      Assist in planning and organizing department events, workshops, and training sessions.

·      Manage room bookings, travel arrangements, and event logistics.

COMMUNIUCATION AND CUSTOMER SERVICE

·      Serve as the primary point of contact for faculty, staff, students, and external stakeholders.

·      Distribute important communications and announcements on behalf of the department.

·      Assist students and visitors with inquiries related to university services and policies.

DATA ENTRY AND REPORTING

·      Maintain and update student, faculty, and administrative records in databases.

·      Assist in preparing reports, compiling data, and ensuring data accuracy.

·      Track departmental budgets, invoices, and reimbursements as needed.

COMPLIANCE AND CONFIDENTIALITY

·      Ensure adherence to university policies and procedures in all administrative functions.

·      Handle confidential information with professionalism and discretion.

·      Assist in processing documents related to academic policies, HR procedures, and financial transactions.

QUALIFICATIONS AND REQUIREMENTS

·      Associate’s or Bachelor’s degree in Business Administration, Education, or a related field preferred.

·      Minimum of 2-5 years of administrative or office management experience, preferably in a university or academic setting.

·      Experience with Microsoft Office Suite, Google Workspace, and administrative software.

SKILLS AND COMPETENCIES

·      Strong organizational and multitasking skills.

·      Excellent written and verbal communication abilities.

·      Attention to detail and ability to manage confidential information.

·      Customer service mindset with problem-solving skills.

·      Ability to work independently and collaboratively in a fast-paced environment.

WORK CONDITIONS AND TRAVEL

·      Office-based role with standard university working hours.

·      Occasional travel may be required for training, events, or administrative support at other schools' locations.