Claflin University

Senior Administrative Assistant (Student Development and Services)

Job Location(s) US-SC-Orangeburg
ID
2022-1255
# of Openings
1
Category
Administrative/Clerical
Type
Full-Time Staff/Regular

Overview

Senior Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Senior Administrative Assistant is responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices, and procedures.

Ability to effectively communicate via phone and email ensuring that all duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.  

To ensure success, senior administrative assistant should be organized, have superb research skills, and must be exceptional communicators with a keen interest in providing reliable and accurate support to the Vice President and management while working with confidential information. Top candidates will possess incredible problem solving and office coordination skills and exhibit excellent time management.

Responsibilities

 

  • Report directly to the Vice President of Student Development and Services
  • Provide general support by responding to email, telephone and in-person inquiries
  • Generate reports, research and create presentations, and handle sensitive information in a confidential manner
  • Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities
  • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional organizations
  • Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
  • Organize travel arrangements for the Vice President of Student Development and Services
  • Produce and distribute correspondence memos, letters, and forms to/on behalf of other office staff
  • Organize and schedule appointments and meetings
  • Assist in the preparation of regularly scheduled reports 
  • Develop and maintain manual and electronic filing systemPrepare and monitor budgets, requisitions, purchase orders and invoices 
  • Submit and reconcile expense reports and allocations 
  • Handle multiple projects
  • Take accurate minutes of meetings
  • Coordinate office procedures
  • Develop and update administrative systems to make them more efficient
  • Resolve administrative problems
  • Receive, sort, and distribute the mail
  • Maintain up-to-date employee holiday records
  • Coordinate repairs to office equipment
  • Provide polite and professional communication
  • Implement clerical duties and administrative processes
  • Conduct data entry

Qualifications

Requirements:

  • Proven administrative or assistant experience
  • Knowledge of office management systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • At least 5 years of experience in the field or in a related area
  • Degree in business administration (desirable).
  • Certificate in business administration or related (essential)
  • Methodical thinker with detailed research proficiencies
  • Thorough understanding of clerical and secretarial principles
  • Strong knowledge of databases and tracking systems
  • Fantastic organizational skills and detail oriented
  • Ability to work under pressure and meet deadlines
  • Brilliant written and verbal communication skills.
  • Proficient in Microsoft Office, and business communication software.

Skills and Proficiencies:

  • Reporting and Administrative Writing Skills
  • Analysis
  • Professionalism
  • Problem Solving
  • Supply Management
  • Inventory Control
  • Office Administration Procedures
  • Accuracy
  • Multitask
  • Teamwork
  • Discretion and Judgment
  • Patience | Flexibility
  • Resourcefulness
  • Anticipates Needs
  • Emotional Intelligence

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