What are the responsibilities and job description for the Administrative Assistant Part Time position at Southeastern College?
OVERVIEW: The Administrative Assistant works closely with the Campus President to perform a variety of administrative and clerical duties necessary to run the Campus efficiently.
BUSINESS CONTRIBUTION: The Administrative Assistant performs complex secretarial and administrative duties in support of the Campus President, and assists in the coordination of general office functions. The Administrative Assistant accomplishes this through:
The Administrative Assistant role is primarily focused on providing administrative duties to the President. Thus, the Administrative Assistant provides a heavy degree of interaction with staff, faculty and students. The role requires someone that is able to adapt to changes in the work environment and is able to manage competing demands.
Below is an inclusive but not exhaustive list of various knowledge, skills, and other characteristics that are necessary for effective performance in this position.
Knowledge:
BUSINESS CONTRIBUTION: The Administrative Assistant performs complex secretarial and administrative duties in support of the Campus President, and assists in the coordination of general office functions. The Administrative Assistant accomplishes this through:
- Responsible for coordinating and facilitating meetings
- Oversees the administration of the Campus President’s office
- Monitors progress of internal and Campus-wide projects
- Screens calls and visitors to the Campus President’s office
- Performs confidential secretarial duties relating to student or personnel documentation
- Responsible for coordinating and facilitating meetings
- Coordinates and attends meetings as appropriate.
- Arranges meetings, conferences, special events, and luncheons for the Campus President.
- Prepares necessary material for meetings.
- Prepares and distributes meeting minutes.
- Assist with making travel arrangements, when necessary.
- Manages the Campus President calendar of events.
- Assists with scheduling and planning.
- Responsible for creating memorandums and other forms of communication for staff distribution.
- Assists with new hire processing and electronic on-boarding.
- Monitor and tracking employees time in the time-keeping system.
- Acts as a liaison between Campus and Human Resource Department.
- Assists with scheduling and planning.
- Ensures deadlines are met and enforced.
- Reviews and tracks completed tasks.
- Assists with the implementation of projects
- Answers all calls forwarded.
- Greets visitors with a pleasant and professional demeanor.
- Conducts research and responds to request for information.
- Routinely responds to complaints and ensure they are addressed by Campus President.
- Maintains confidential and sensitive information.
- Provides support as required to problem solve and discuss concerns.
The Administrative Assistant role is primarily focused on providing administrative duties to the President. Thus, the Administrative Assistant provides a heavy degree of interaction with staff, faculty and students. The role requires someone that is able to adapt to changes in the work environment and is able to manage competing demands.
Below is an inclusive but not exhaustive list of various knowledge, skills, and other characteristics that are necessary for effective performance in this position.
Knowledge:
- General knowledge on the appropriate format for memorandums, letters, and other types of correspondence.
- Computer Skills – To perform this job successfully, an individual should have knowledge of Microsoft programs Word, Excel, and PowerPoint.
- Written Communication – Writes clearly and informatively; edits work for spelling and grammar; presents numerical data effectively; able to read and interpret written information.
- Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
- Time Management – Organize prospect data, develop and follow an approach, and organize time; notify appropriate person with an alternate plan when needed.
- Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions, and uses reason even when dealing with emotional topics.
- Confidentiality – Maintains confidentiality at all times.
- Goal setting – setting reasonable, yet high targets, and creating a plan for attaining those targets.
- High School Diploma or equivalent; or more than two years related experience and/or training; or equivalent combination of education and experience.
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