Administrative Assistant - Division of Student Affairs

Touro University Nevada; Henderson (NV); On-site; USD 42,000 - 58,000; Full time

Job summary

The Administrative Assistant at Touro University Nevada supports the Division of Student Affairs by managing front desk reception, greeting students, faculty, staff and visitors, and providing essential clerical and data management support across the DOSA offices.

This role requires strong organizational skills, proficiency with Microsoft Office, and the ability to multi-task, maintain confidentiality, and assist with events and travel arrangements as needed.

Qualifications

• A high school diploma or GED is required; an associate degree is preferred.
• Minimum three years of office/clerical administration experience.
• Higher education experience is preferred.
• Proficient with word-processing, spreadsheets, databases, presentation and calendar software.
• Demonstrates ability to work with people from diverse backgrounds.

Responsibilities

• Create a welcoming and friendly environment at the front desk.
• Greet students, faculty, staff and visitors and direct them to appropriate offices.
• Perform general reception duties: answer phones, take messages and respond to inquiries.
• Draft, copy, file and manage correspondence and documents.
• Schedule meetings and assist with events for DOSA.
• Assist with travel arrangements and processing related documents.

Skills

Strong organizational skills

Customer service

Multitasking

Communication skills

Teamwork

Education

High School Diploma or GED

Associate Degree Preferred

Tools

Microsoft Office

Job description

Overview

The administrative assistant is responsible for handling front office reception, providing clerical, administrative and data management support to the staff within the Division of Student Affairs as well as greeting and assisting students, faculty, staff, and visitors and directing them to the appropriate office(s). The administrative assistant for the front desk needs a friendly with strong organizational skills and administrative acumen. This individual reports to the Director of Admissions Initiatives.

The successful candidate must also demonstrate the University’s core values of intellectual pursuit and service to humanity through their work.

Located in Henderson, Nevada, approximately twenty-five minutes from the iconic Las Vegas strip, Touro University Nevada is a non-profit medical, health sciences, and education graduate university focused on positively impacting our community in healthcare and education. Our values surrounding intellectual pursuit and service to humanity are steadfast and are clearly visible in the actions of our students, faculty, staff, and graduates.

Responsibilities

• Creating a welcoming and friendly environment at the front desk. Greeting each person who enters the DOSA suite.
• Composing, typing and editing correspondence; Copying and filing documents.
• General reception duties such as answering the telephone, taking and delivering messages, and responding to initial inquiries for information.
• Directing students and other visitors to the proper staff for assistance.
• Drafting and/or preparing reports and correspondence.
• Scheduling, arranging, and/or setting up for meetings and assisting with DOSA events.
• Using online room management system to schedule rooms for events.
• Assisting with travel arrangements and using TOUROONE purchasing software- Unimarket- to process purchases, orders, travel reimbursements, purchasing requisitions and other documents in a timely fashion.
• Ordering and maintaining office supplies and office equipment.
• Processing incoming and outgoing mail.
• Creating and maintaining divisional files.
• Providing clerical support to each of the offices in DOSA.
• Assist with maintaining the event coolers and refrigerator located in the workroom.
• Assist the Division with creating advertisements for events and programs.
• Display a welcoming approach when working with students and employees from all backgrounds.
• Assist with recruiting volunteers for student events and programs.
• Disseminate documents turned in at front desk to appropriate staff persons.
• Provide scheduling and guidance for work study students who work in Student Affairs.
• Participate in student and university events such as, but not limited to, orientation, white coat ceremony, pinning ceremonies, commencement, etc. which include occasional evening and weekend commitments.
• Assist with providing administrative and event support to different student affairs offices as directed.

Qualifications

Education:

• High School Diploma or GED; Associate Degree Preferred

Experience:

• Microsoft Office experience required
• Three years office/clerical administration experience required
• Higher education experience preferred
• Intermediate computer skills which entail word-processing, spreadsheet, database, presentation and calendar software programs
• Knowledge of and/or experience in working with people of diverse and differing backgrounds

Skills & Abilities:

• High degree of proficiency with word processing and data management programs, with attention to accuracy and detail
• Strong organizational skills
• Ability to multi-task
• Superior customer service skills
• Experience with and enthusiasm about working with individuals from diverse backgrounds.
• Ability to problem-solve and multi-task in a busy environment
• Communicate effectively, both orally and in writing
• Work independently and as a team member
• Strong interpersonal and communication skills
• Ability to stay on task with constant interruptions
• Ability to be flexible and patient
• Ability to maintain confidentiality
• Maintain professional appearance and collegial attitude
• Ability to be prompt and dependable