Position Summary

The Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient day-to-day operations of the department. This role is essential in supporting students, faculty, staff, and visitors while maintaining a professional and welcoming environment. The ideal candidate is organized, detail-oriented, and able to manage multiple priorities in a fast-paced academic setting.

Key Responsibilities

Administrative Support

Answer and direct incoming phone calls; greet and assist students, faculty, staff, and visitors.
Maintain department calendars, schedule meetings, and coordinate appointments.
Draft, edit, and distribute correspondence, memos, reports, and meeting minutes.
Prepare and process documents such as forms, applications, and departmental records.
Maintain physical and digital filing systems to ensure organization and compliance.

Operational & Office Management

Assist with office supply management, equipment maintenance requests, and vendor coordination.
Support departmental events, workshops, orientations, and meetings (room reservations, materials, setup).
Ensure the office environment remains clean, organized, and professional.

Student & Faculty Support

Provide front-line assistance for student inquiries regarding departmental processes, deadlines, and resources.
Support faculty with scheduling, document preparation, classroom materials, and administrative tasks.
Assist with data entry and maintenance of student records or program tracking systems.

Data & Systems Management

Enter, update, and maintain information in college systems (e.g., CRM, SIS, databases).
Generate reports, spreadsheets, and summaries as requested.
Assist in the preparation of presentations, documents, and statistical information.

Qualifications

Required

High school diploma or equivalent; associate degree preferred.
1–3 years of administrative or clerical experience, preferably in an educational or office setting.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and basic office technology.
Excellent written and verbal communication skills.
Strong organizational skills with the ability to multitask and prioritize effectively.
Professional, friendly demeanor with strong customer service skills.

Preferred

Experience working in higher education.
Familiarity with student information systems or college administrative software.
Bilingual abilities (if applicable to the school’s community demographic).

Key Competencies

Attention to detail
Confidentiality and discretion
Time management
Problem-solving
Collaboration and teamwork
Adaptability in a dynamic academic environment

Work Environment

Standard office environment with frequent interaction with students, faculty, and staff.
Occasional support for events outside normal office hours may be required.

Express Office: Wilkes-Barre

16 South River Street

Suite 300

Wilkes Barre Township, PA 18702

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