Administrative Assistant

TITLE: Administrative Assistant

DEPARTMENT: Student Engagement

REPORTS TO: Vice Provost for Student Affairs

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

EMPLOYMENT STATUS: Full-Time

EMPLOYMENT CLASSIFICATION: Non-Exempt

JOB SUMMARY:

The Administrative Assistant provides crucial support to the Office of Student Engagement by performing a variety of administrative and clerical tasks. This role is essential for ensuring the efficient operation of the office and facilitating communication and coordination within the department and with external stakeholders. The Administrative Assistant will manage daily office activities, handle correspondence, schedule appointments, and assist with project management. This position demands excellent organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

ESSENTIAL JOB FUNCTIONS:

• Office Management:

• Coordinate and manage office activities and operations to ensure efficiency and compliance with organizational policies.

• Maintain office supplies and equipment, ensuring that inventory levels are adequate and equipment is operational.

• Administrative Support:

• Provide administrative support to department staff, including preparing documents, managing calendars, and handling correspondence.

• Organize and maintain files and records, ensuring they are up-to-date and easily accessible.

• Assist with data entry, report preparation, and the creation of presentations and other documentation.

• Communication:

• Serve as a point of contact for internal and external stakeholders, responding to inquiries and providing information as needed.

• Schedule and coordinate meetings, appointments, and travel arrangements for department staff.

• Assist in the preparation and dissemination of communications, such as memos, emails, and newsletters.

• Project Coordination:

• Support department projects by managing timelines, coordinating resources, and tracking progress.

• Assist with the planning and execution of events, workshops, and other departmental activities.

• Financial Administration:

• Assist in monitoring and managing department budgets and expenditures.

• Process invoices, expense reports, and other financial documents accurately and in a timely manner.

• Customer Service:

• Greet and assist visitors, providing a welcoming and professional impression of the department.

• Handle inquiries and complaints with professionalism, escalating issues to the appropriate person as necessary.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Organizational Skills: Exceptional ability to manage multiple tasks and prioritize workload effectively.

• Communication Skills: Strong verbal and written communication skills, with the ability to convey information clearly and professionally.

• Technical Proficiency: Proficiency in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment.

• Attention to Detail: High level of accuracy and attention to detail in managing documents and information.

• Problem-Solving: Ability to anticipate needs and solve problems proactively.

• Interpersonal Skills: Strong interpersonal skills, with the ability to work well with a diverse team and interact positively with all levels of staff and external contacts.

• Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality.

SUPERVISORY RESPONSIBILITY

This position does not have supervisory responsibilities but may guide or coordinate the work of temporary staff, interns, or junior administrative personnel.

OTHER DUTIES:

• Other duties as Assigned

QUALIFICATIONS:

• Education: High school diploma or equivalent required.

• Experience: Minimum of 2 years of experience in an administrative or office support role.

• Skills: Proficiency in office software and equipment, strong organizational and communication skills.

Preferred Qualifications

• Education: Associate's or Bachelor's degree in Business Administration, Office Management, or a related field.

• Experience: Prior experience in a similar role within higher education.

• Skills: Advanced skills in using Microsoft Office Suite and familiarity with project management software (e.g., Asana, Trello), .

Licensing and Certifications: N/A

WORKING CONDITIONS:

• Environment: The work is primarily performed in an office setting with a standard work schedule. Occasional overtime may be required to meet deadlines or assist with events.

• Physical Effort: The role involves sitting for extended periods, using office equipment, and occasionally lifting supplies and materials up to 25 pounds. Some walking, standing, and bending may be required.

• Travel: Minimal travel may be required, primarily for attending meetings or events within the local area.

Internal Candidates are Encouraged to Apply

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.