Administrative Assistant

Overview

CENTERS, LLC is a professional management firm specializing in facility, operation, and program management for higher education. CENTERS' management approach is customized for each client yet retains our uniform quality. Our firm unites site staff with a centralized administrative team, each contributing to the firm's goals and client needs. The CENTERS team is innovative, entrepreneurial, trail-blazing, and ambitious for both CENTERS and our clients. Today, CENTERS provides management services for 14 clients.

Responsibilities

Job Summary

The Administrative Assistant facilitates the efficient operation of the department by performing a variety of clerical and administrative tasks.

This position will work on-site at Goucher College, one of the nation's most progressive, innovative institutions of higher learning focused on liberal arts education. Located in Baltimore, Maryland, Goucher is a beautiful tight knit campus community set inside a major metropolitan area.

Essential Functions

• Answers and transfers phone calls

• Manage event email inbox and voicemail

• Qualify leads and forward to sales team for follow up

• Use scheduling software to create, confirm, and update event reservations and generate reports

• Responsible for requisitions; submit supplier invoices, initiate internal transfers, and customer collections

• Track accounts receivable and deadlines for contracted clients

• Helps create and publish part-time staff schedules

• Draft client agreements, quotes, and invoices from templates and ensures all are signed as required

• Responds to and resolves administrative inquiries and questions

• Maintains office supplies and coordinates maintenance of office equipment

Site Specific Responsibilities

• Respond to all communications within two business days

• Create and distribute monthly post-event survey to clients

• Administer ticketing software

• Reconcile client payments with Controllers Office

Qualifications

Education and Experience

• High school diploma or equivalent required

• At least 3 years of office experience or related experience

• Experience working with a range of personalities, cultures and socio-economic statuses

• Demonstrated experience in customer service

• Demonstrated experience with a variety of computer applications and software:

• Proficiency with EMS, Workday and ticketing software preferred

Skills and Abilities

• Fiscal integrity

• Emotional maturity, able to deescalate situations and understands when to elevate issues

• Ability to speak and write in English

• Ability to make diverse customers feel welcome and valued

• Ability to work as part of a professional team that collaborates effectively with colleagues

Work Environment and Physical Demands

Work Environment

• Office environment

• Non-smoking environment

• Moderate noise

• Set, in-person work hours

Physical Demands

• Sitting at desk or table for at least 90% of the work day

• Consistently operates a computer and office equipment

• Must be able to discuss, converse with, and exchange accurate information with clients, staff, stakeholders, etc.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.