Administrative Assistant

Job Locations US-NY-Valhalla
Requisition ID
2021-7941
Position Type
Full-Time
Schedule Shift
1
Hours Per Week
35
Travel
10%
Category
Administrative/Office Support

Overview

Provide comprehensive administrative support to the Academic Support Department and basic reception to the other offices housed in the wing.

Responsibilities

  • Provide administrative support to the Academic Support department staff’s daily functioning, ongoing programs, and special events. Answer phones and monitor Academic Support email account, including sending weekly announcements and workshop reminder emails. Respond to requests, only out-sourcing if necessary.
  • Responsible for maintaining and updating the Academic Support calendar in the lobby on a weekly basis.
  • Responsible for all communication with students and faculty regarding events, meetings, and programs (reminders, marketing, etc.). Must ensure information communicated is accurate and up-to-date. Must be able to perform tasks on a daily basis without reminders and have the ability to communicate both in-person and in-writing in a professional manner.
  • Must remain aware of student exam, class meeting, student Senate meeting, and overall NYMC and TCDM school schedules. Must develop and maintain knowledge of who to contact when information is needed.
  • Track needs of office (supplies, equipment, books) and place small orders. Communicate with coordinator when larger purchase orders need to be made.
  • Responsible for submitting work-orders to Facilities whenever necessary, including when the elevator or restrooms on the floor require urgent service.
  • Track and maintain room reservation logs for the Academic Resource Room and Study Room for student and staff usage. Track and communicate Study Partner match requests.
  • Coordinate logistics for conferences and travel including registration, hotel, airline/train/car arrangements, etc. Stay up-to-date with and abide by college guidelines with respect to all of these tasks.
  • Responsible for maintaining NYMC website, Google Drive, Yuja, LEO and Canvas electronic resource repository, and updating resource LibGuide at the direction of Academic Support staff. Willingness and ability to learn how all electronic programs work/operate are a must.
  • Assist department members with updating and maintaining student encounters and other student records. Provide administrative support for various Academic Support staff’s creation and storage of confidential electronic and/or hard copy documents, which involve particular care to ensure the documents’ security. Make appointments and coordinate meetings as necessary for the staff, using Outlook Calendar.
  • Assist the department in coordinating events, including but not limited to: Step 1 Bootcamp, pre-matriculation program, Accessibility Awareness and Education Series programs, Orientation for all schools, Academic Support workshops, and all other events.
  • Coordinate logistics for all departmental programs and events. Tasks include but are not limited to booking rooms, ordering food, requesting AV/IT support, preparing TV slides, scheduling emails/announcements, etc.
  • Organize meetings as directed by Academic Support staff (e.g., Team Meetings, Task Force meetings, etc.). Tasks include but are not limited to booking rooms, sending Outlook invites, tracking attendees, preparing materials, ordering food, taking and distributing minutes as requested, and other related tasks.
  • Assist with special projects as delegated (e.g., voucher distribution, Step 1 Bootcamp RSVP tracking, survey creation on Qualtrics and/or reminder emails, etc.).
  • Assist in school-wide events as requested (Match Day, Honors Day, Commencement, etc.).
  • May be asked to assist in continuous quality improvement analyses to identify areas where programs can be improved.
  • Act as the first point of contact and provide basic reception assistance for the Academic Support department and other offices housed in the wing.
  • Knowledge of all wing members’ schedules and ability to filter guests waiting in the lobby with ease.
  • Maintain a clean and approachable front office area, communicate in a clear and professional manner, and filter requests as needed.
  • Handle other tasks, as assigned by manager.

Qualifications

(A) Education requirement:

 

Bachelor’s degree preferred.  Associates Degree required.

 

(B) Licenses or certifications:

 

N/A.

 

(C) Technical/computer skills:

 

Microsoft Office, Excel, and PowerPoint. Knowledge of Tableau is a plus.

 

(D) Prior experience:

2-3 years administrative secretarial experience, preferably in a college or university environment.

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