Administrative Assistant Job at Bethune-Cookman University in Daytona Beach

Bethune-Cookman University

Job Title: Administrative Assistant

Reporting Structure: Senior Advisor to the President for Accreditation, Quality Control, Compliance and Institutional Effectiveness

Division: Accreditation, Quality Control, Compliance and Institutional Effectiveness

Job Summary:

The Administrative Assistant provides administrative and clerical support to the Office of the Senior Advisor to the President for Accreditation, Quality Control, Compliance and Institutional Effectiveness. Effectively works, communicates and interacts with the Division's diverse constituencies. Assists the Senior Advisor in the leadership and direction, and efficient management of the Division Offices. Assists in administrative and budget management support requiring flexibility in prioritizing and scheduling of multiple assignments, projects and tasks. Performs a variety of complex, responsible and confidential administrative duties. Assists with strategic and operational implementation of planning and budget development and management. Develops, prepares and/or updates manuals, reports, recommendations, correspondence and other communications for accountability including content for webpages. Assists with development of procedures and guidelines, which govern strategic planning and effectiveness for the University. Develops and implements plans for efficient management of the Division. Supervises office work aid assistants.

Duties/Responsibilities:

• Manage Office of the Supervisor.
• Collaborates and works closely with other units of the Division.
• Assists in developing operational procedures manuals for the Division.
• Applies and implements appropriate administrative university policies and procedures related to the Division.
• Assists in developing, processing, and monitoring annual budget requests and transactions.
• Coordinates and prepares materials for all Divisional staff meetings, workshops, retreats, planning sessions and activities/events.
• Develops reports, documents and presentations using computer-based software packages.
• Handles inquiries about the Division and initiates responses or refers them to appropriate staff.
• Composes routine correspondence, minutes and proceedings to be reviewed and forwarded to a variety of internal and external constituencies.
• Familiar with national and professional accrediting agencies' standards and requirements.
• Interfaces with various internal and external constituencies on behalf of the Supervisor.
• Schedules appointments and maintains a log on visits made to internal and external constituencies by key staff of the Division.
• Receives and refers visitors, use telephone effectively, respond to inquiries in a professional manner.
• Develops and maintains an electronic and paper filing system, logs and records that will meet a variety of needs.
• Prepares appropriate documents for procurement of services, supplies, equipment and other items to support the Division. Know standard business procedures.
• Performs other tasks and projects as assigned by the Supervisor.

Required Skills/Abilities:

• Experience in office administration and management, or relevant work experience supporting an executive level administrator.
• Knowledge and training in administrative office operating procedures.
• Excellent organizational, interpersonal, written and oral communication skills.
• Proficiency with office equipment and various software application packages (Microsoft Office Suite, etc.).
• Ability to handle several projects/responsibilities simultaneously and to work independently.
• Ability to interact effectively.
• Ability to coordinate and manage multiple tasks.
• Ability to plan and execute tasks to accomplish specific completion dates.
• Be reliable and punctual.

Education and Experience:

• Bachelor's Degree preferred or any combination of education and experience providing required knowledge and skills, i.e., equivalent of completion of college courses supplemented by related business/secretarial courses.
• At least 10 years in administrative support and office management with technological, secretarial and clerical experience.

Physical Requirements:

Requires some physical effort, i.e., some standing and walking, light lifting (5-15 lbs.); and manual dexterity in the operation of office equipment; extensive periods of time at a keyboard; occasional hours outside the normal University schedule.

The University does not discriminate on the basis of race, color, national and ethnic origin, sex, retaliation, marital status, religion or disability, or any other applicable local, state or federal regulation. Inquiries regarding provisions for persons with disabilities, equal employment opportunity and Title IX matters should be directed to the Office of Human Resources at 386-481-2049.

The university reserves the right to modify job descriptions at any time in its' attempts to improve the operations of the university