Administrative Assistant

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We offer a comprehensive benefits package including outstanding education assistance programs. Hours for this role will be 7AM to 3 : 30PM

EDUCATION and / or EXPERIENCE REQUIREMENTS :

• Associate’s degree, or equivalent experience.
• Works independently and takes initiative to seek additional assignments.
• Level I : Minimum of one year of experience in an administrative support role.
• Level II : Minimum of two years of experience in an administrative support role
• Level III : Minimum of three years of experience in an administrative support role.

PRIMARY DUTIES AND RESPONSIBILITIES :

This description encompasses all administrative duties, though not all duties apply to each Administrative Assistant III.

Duties may vary by location and / or manager.

Administrative Duties and Responsibilities

• Serve as a resource to students, staff, faculty and management.
• Perform administrative support tasks, such as, proofreading and transcribing handwritten information for data entry or preparation of documents.
• Perform filing, record maintenance, data entry, or running reports.
• Prepare information packets for interview rooms and orientation.
• Administer various employment and / or enrollment examinations as needed.
• Operate a variety of standard office machines, including a personal computer, fax, calculator, shredder and photocopy machine.

Provide maintenance for the office machines and postage meter.

• Sort and distribute incoming mail. Prepare outgoing mail and shipping of packages. May be responsible for ordering postage or packaging supplies.
• Assist various departments with follow-up correspondence, document tracking, general communication, and helps maintain distribution groups and shared calendars.
• Coordinate campus events, retreats, and / or staff meetings. May include ordering food / beverages.
• Monitor inventory levels and requisition of supplies and equipment, as needed.
• Purchase offices supplies, order business cards, and process purchase orders and invoices.
• Schedule meetings, reserve or manage reservations of conference rooms and other resources. May involve making travel arrangements.

Front Desk / Receptionist Duties and Responsibilities

Operate multi-line switchboard : answer high volume of incoming calls, screen and forward calls, provide information and / or take messages.

Relay both written and verbal messages. Route emergency calls appropriately and immediately.

• Greet guests who visit the campus, determine nature and purpose of the visit, notify appropriate staff and direct the person as appropriate.
• Communicate with students, faculty, staff and other individuals to answer questions, disseminate explanation of information, take messages and address complaints, with a positive, professional and pleasant disposition.

Other Duties and Responsibilities

• May be tasked with delegating and providing instruction of assignments to student workers or other administrative staff.
• May be assigned duties related to running the front desk or reception as part of their regular duties, or to fill in as needed for back-up coverage.
• Other duties as assigned to keep the location’s operations running smoothly.

Herzing University is committed to providing a diverse environment and is dedicated to fostering a culture and atmosphere of mutual respect.

It provides an inclusive and collegial community where individuals are valued, heard and empowered to contribute to the effectiveness of the institution.