Administrative Assistant - 37.5 HRS/WEEK

The administrative assistant provides direct administrative support to the department’s senior leaders and broad administrative support to other team members in support of department operations. Primary responsibilities include serving as the department’s point of contact for incoming and outgoing calls, maintaining office supplies and inventory, and performing a variety of clerical activities related to department operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Perform general administrative duties to support departmental operations, including but not limited to maintaining inventory of required supplies and equipment and coordinating approved travel arrangements for department staff, in accordance with PCOM travel policy.
• Greet and assist visitors; answer department telephone lines and mail, including physical and electronic; address general inquiries regarding department services or operations, or redirect requests to appropriate person(s) for response or issue resolution.
• Evaluate and process invoices and purchase orders, ensuring that expenses are charged accurately to accounts and cost centers; monitor timely and accurate payments to vendors.
• Assist with collecting or compiling information to support key department functions and operations, including but not limited to strategic and financial planning, budgeting, and reporting.
• Coordinate or assist with coordinating approved travel arrangements for department staff and faculty, as applicable, in accordance with PCOM travel policy.
• Enter data and information into databases and systems accurately and in a timely manner.
• Manage or assist with managing all facets of event planning for the department, as applicable, including but not limited to site selection, facility reservations and setup, agenda development and distribution, and equipment setup and breakdown.
• Attend meetings, as required; maintain a high level of confidentiality when handling sensitive matters.
• Assist with implementing quality, service, and process improvement initiatives to enhance day-to-day administrative and operational efforts.
• Perform other duties as assigned or requested.

REQUIRED SKILLS AND EXPERIENCE

• Minimum two years’ experience in a similar administrative support role.
• High level of computer proficiency in word processing, spreadsheet, presentations, email, and virtual meeting applications, preferably on the Google Workspace or Microsoft 365 platforms.
• High level of customer service.
• Strong planning and organizational skills.
• Strong communication skills, including written, verbal, and interpersonal.
• Strong collaboration skills.

EDUCATION AND CERTIFICATIONS

• High school diploma or GED required; Associate's or Bachelor's Degree in business administration, liberal arts, or similar discipline, preferred.
   

Starting Salary: $20/hr