Administrative Assistant (1319-127)

About the position

This position will service as the primary point of contact for students and visitors for the Bridge to Success Program, providing exceptional customer service and administrative support. The position is responsible for providing a range of duties including reception, assisting with program events coordination, data entry, word processing, project management, and general office organizational support. Strong communication, interpersonal, organizational, customer service, technology, and computer software (Microsoft Office) skills are essential.

Responsibilities

• Greet all students and guests ensuring a positive and welcoming experience.
• Serve as the first point of contact for all phone calls, emails and in person inquiries.
• Schedule appointments for staff, advisors or other appropriate services as needed for students/staff.
• Provide accurate and detailed information, answer questions and guide/walk individuals to appropriate departments when necessary.
• Handle routine inquiries and direct individuals to appropriate resources; take clear and concise messages and distribute to appropriate party.
• Collect and process documents related to Bridge services.
• Assist with distributing important communications or announcements to students/staff or campus community.
• Maintain organized files and records for Bridge operations, ensuring documentation is accurate and up to date.
• Input data into relevant systems or files and assist with data entry/scanning of records.
• Provide logistical and administrative support for events or outreach efforts.
• Assist with event preparation which may include ordering of food or supplies and managing communication with students/staff/campus community.
• Correspond with internal and external constituents to arrange meetings/training opportunities.
• Prepare and distribute team meeting minutes and other necessary materials to staff.
• Assist with financial requests and routes for appropriate needs and signatures.
• Maintain program calendar, reserve appropriate rooms, schedule food and other needs for the events.
• Order and inventory office and student supplies.
• Assist with Canvas tasks as assigned.
• Perform work requiring knowledge of the organization or program to verify documents for completeness, accuracy, and to determine compliance with department procedures.
• Work effectively with off-campus centers making sure that they have information about Bridge services/events.
• Compile data and complete reports in a timely manner.
• Maintain efficient and organized filing systems, setting up new files, classifying, labeling, filing, and retrieving documents.
• Perform additional related duties as assigned by immediate supervisor.

Requirements

• Associates degree required, bachelor's degree preferred.
• Significant experience with technology and Microsoft Office software/products.
• Excellent customer service skills.
• Self-starter, dependable, and ability to work under minimal supervision.
• Excellent interpersonal communication and public relations skills.
• Good judgment and professionalism in dealing with pressures and meeting deadlines.
• Ability to listen, take directions, and communicate effectively both verbally and in writing.
• Ability to attend to detail and follow directions with thoroughness and accuracy.
• Self-motivation to take assignments and carry them through from initial stages to completion.
• Ability to maintain confidentiality with all matters.
• Ability to evolve with changing technology, software, and electronic data handling.

Nice-to-haves

• Bi-lingual in English and Spanish (preferred).
• Experience in data collection and report writing.

Benefits

• Full-Time/Regular position.
• Salary: 37,440.00 USD.
• 12 months year-round employment.
• Monday-Friday; Evenings or Weekends as needed.