Primary Purpose

The Administrative Assistant supports the Academic Services Director and overall Advising and Testing office operations by serving as receptionist; coordinating communication with students, parents, faculty, vendors, and campus offices; and supervising a team of 4–5 student workers. They also manage student traffic and direct students to the appropriate Advising Specialists and High School Liaisons.

Major Responsibilities & Duties

Customer Service and Appointment Scheduling

· Respond to inquiries in-person, via telephone, and via email and schedule advising appointments for students

· Manage the calendars of Advising Center Staff using Microsoft Outlook and EAB Navigate

Budget and Purchasing

· Manage budget for the Academic Advising Center and Testing Center

· Initiate purchase orders, order office supplies, and maintain a current inventory listing of all technological equipment

· Review and reconcile invoices and statements with purchase orders for payment approval

Supervision of Student Workers and Office Management

· Schedule student work study coverage for the Academic Advising Center

· Oversee hiring and training of student workers in the Academic Advising Center

· Approval of time sheets for Academic Advising Center and Testing Center work study students

· Sort mail for proper distribution within the office and manage interdepartmental mail

· Maintain an efficient filing system which meets the needs of the Academic Advising Center

Reporting and Assignments

· Track testing data for monthly reporting to Academic Services Director

· Manage and develop content for the Advising Center social media pages

· Assignment of students to appropriate advisors

Required Education, Skills, Knowledge, and Abilities

· High school diploma or equivalent

· Two years of increasingly responsible administrative and/or secretarial experience or other combination of education and experience

· Excellent oral and written communication skills

· Experience in a variety of computer applications such as Microsoft Office (Outlook, Excel, Word, and PowerPoint), Adobe Acrobat, Zoom, and Google Workspace with a demonstrated ability to learn and implement new applications

· Ability to assist a wide variety of individuals using excellent interpersonal, listening, and communication skills in order to advise students

Preferred Education, Skills, Knowledge, and Abilities

· Completion of an Associate’s or Bachelor’s degree

· Experience with Canva, Banner9, Navigate EAB, and RegisterBlast applications

· Related experience in an institution of higher education

· Experience with social media management

· Experience working with a variety of traditional and non-traditional student populations

Physical Demands & Working Environment

· Requires sitting at a desk and viewing a display screen for extended periods of time with frequent interruptions

· Requires manual dexterity for typical office work

· Must be able to partner with colleagues without exhibiting behavioral extremes

· Ability to access, input, and retrieve information from a computer or other electronic device

· Moderate lifting and carrying up to 20 pounds

· Ability to operate a University vehicle

· Some evening or weekend work may be required

EEO/AA Employer/Vets/Disability

Required Skills

Required Experience

• Process customer orders, inquiries and requests for quote
• Work with customers via phone queue and email and fulfill their needs
• Provide timely and accurate information to customers regarding product specifications, pricing, and lead times
• Obtain accurate pricing and lead times from suppliers
• Clearly communicate delivery and price confirmation to the customer
• Order entry on KPS Global quote system software
• Regularly update the customer with current order status
• Work with customers to understand and fulfill their needs
• Make recommendations on products that best meet customer requirements
• Educate customers about product options, features, and specifications
• Offer alternatives to ensure customer needs are most appropriately met.
• Generate change orders as needed as well as tracking information for customer requests
• Work with Outside Regional Sales Managers as needed to find the best customer solution
• Communicate any customer satisfaction issues
• Communicate clearly with warehouse to ensure orders are processed accurately and shipped/delivered in a timely manner
• Work directly with warehouse staff on expedites and rush orders
• Clearly communicate orders with expedited ship methods
• Customer data maintenance as needed in quote and order system
• Work with accounting on purchase order terms & conditions
• Work out discrepancies with customers in a timely manner
• Manage multiple quotes and bids simultaneously setting appropriate prioritization amongst competing projects to meet specified deadlines.