Administrative Assistant

Job Description

Administrative Assistant / Special Projects Coordinator

Job Summary

The Administrative Assistant / Special Projects Coordinator provides high-level administrative and project support to the Office of Academic Affairs. This role is responsible for supporting daily operations, coordinating special projects, and assisting leadership in ensuring efficient departmental functions. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities

• Support the planning, development, implementation, and maintenance of special projects, including grant and appropriations initiatives
• Provide administrative support for committees, including scheduling meetings, preparing agendas, recording minutes, and maintaining official documentation
• Coordinate schedules, correspondence, examinations, and data entry for faculty, staff, students, and related stakeholders
• Serve as the primary point of contact for the department, delivering professional and courteous communication to internal and external parties
• Assist in coordinating institutional processes, including accreditation-related activities and compliance requirements
• Communicate effectively with affiliated organizations, vendors, consultants, and partners
• Maintain strict confidentiality of student and institutional records in accordance with applicable laws and policies (e.g., FERPA)
• Organize and maintain filing systems, records, and correspondence
• Order and track office supplies and project-related materials in a timely manner
• Process and submit financial documentation, including check requests and project-related expenses
• Participate in institutional initiatives, events, and community outreach efforts
• Support recruitment efforts, including participation in interviews or events as needed
• Promote a professional and respectful workplace environment, including maintaining appropriate conduct in shared spaces
• Perform additional duties as assigned to support efficient operations

Qualifications & Skills

• Strong verbal and written communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Excellent organizational, time management, and multitasking abilities
• High level of accuracy in data entry and documentation
• Ability to prioritize tasks and meet deadlines in a fast-paced environment
• Strong interpersonal skills with the ability to work collaboratively and professionally
• Demonstrated ability to maintain confidentiality and handle sensitive information
• Self-motivated with the ability to follow direction and work independently
• Typing speed of at least 65 WPM with a high degree of accuracy preferred
• Experience with administrative systems and databases is a plus

Minimum Qualifications

• Bachelor’s degree or equivalent combination of education and experience
• 3–5 years of administrative experience, preferably in a professional, corporate, or higher education environment

Physical Requirements

• Ability to sit, stand, walk, and use standard office equipment
• Occasional lifting of up to 25 pounds
• Ability to perform tasks requiring manual dexterity, communication, and visual accuracy

Work Environment

• Primarily office-based with occasional participation in off-site events or community activities
• Low to moderate noise level
• Commitment to maintaining a professional, inclusive, and respectful workplace

Safety & Compliance

• Adhere to all workplace safety policies and procedures
• Report unsafe conditions and maintain a safe working environment
• Ensure compliance with organizational information technology and data security policies 
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