Administrative Assistant

Job Summary

The Administrative Assistant is responsible for diverse and confidential administrative and technical duties. This position independently plans, organizes and coordinates activities to ensure efficient and effective work flow. The Assistant schedules and manages meetings and relationship development among departments, special functions, projects or presentations, travel and assists with budget process and monitoring revenue and expenses. The Administrative Assistant serves as liaison with internal and external customers and provides support for the division as needed.

Essential Job Functions

• Provides support for leaders as assigned (e.g. telephone coverage, mail processing, etc.). Maintains accurate information and communicates promptly the messages requiring immediate attention. Assists with daily activities, such as schedules, correspondence, documents, special reports, etc., to ensure the effective and efficient operation of their office. Advises leaders of significant and unexpected variances. Serves as a resource/liaison for internal and external staff.
• Schedules and coordinates arrangements for a variety of meetings. Coordinates room and food arrangements, agenda and required materials. Records, publishes and maintains meeting minutes that accurately reflect the discussions/outcomes.
• Exercises independent judgment in planning, organizing, and prioritizing workload. Accepts responsibility to make these decisions and is held accountable. Maintains records, compiles statistical data and coordinates appropriate action on tasks, special documents and reports requiring routine or periodic revisions, renewal and/or distribution. Ensures that invoices are handled appropriately and within the required timeframe.
• Coordinates travel arrangements in a cost-effective way, i.e., air and hotel reservations, workshop registration, expense monies, etc. Monitors expenses related to travel, education and licensure.
• Completes and monitors time and attendance activities.
• Performs other duties as assigned or needed to meet the needs of the department/organization.

Education & Experience

Required

• Demonstrates the ability to use various software programs.
• Demonstrates excellent customer service skills.
• Demonstrates proficient computer skills with a high degree of accuracy - variety of computer tasks.
• Demonstrates the ability to effectively communicate both verbally and in written format.

Preferred