Administrative Assistant I - Career Development - 991294

Nova; Fort Lauderdale (FL); On-site; USD 18,000 - 26,000; Full time

Job summary

Nova Southwestern University is seeking an administrative support specialist to provide front-line assistance, scheduling, data entry, and coordination of career development services. The role includes managing appointments, updating databases, and assisting with office communications and reports.

The successful candidate will have a High School Diploma or equivalent, strong MS Office skills, and the ability to multitask in a dynamic university environment.

Qualifications

• High School Diploma or Equivalent required.
• Two years of clerical/administrative experience in an office environment.
• Associate's degree preferred; one year of clerical/administrative experience in higher education preferred.
• Experience with MS Office Suite (Outlook, Word, Excel) and common office software.

Responsibilities

• Coordinate and manage student appointments for Career Development using scheduling software.
• Maintain and update student participation databases for experiences and outcomes.
• Assist with career resources, advising guides, and employer vetting for students on the job board.

Skills

Service Orientation

Time Management

Social Perceptiveness

Writing

Speaking

Active Listening

Education

High School Diploma or Equivalent

Associate's Degree

Tools

MS Office Suite

Banner

Ariba

Job description

We are excited that you are considering joining Nova Southwestern University!

Nova Southwestern University (NSU) was founded in 1964, and is a not-for-profit, independent university with a reputation for academic excellence and innovation. Nova Southwestern University offers competitive salaries, a comprehensive benefits package including tuition waiver, retirement plan, excellent medical and dental plans and much more. NSU cares about the health and welfare of its students, faculty, staff, and campus visitors and is a tobacco-free university.

We appreciate your support in making NSU the preeminent place to live, work, study and grow. Thank you for your interest in a career with Nova Southwestern University.

Primary Purpose

Provides administrative support services, including but not limited to receiving and directing visitors, responding to and resolving problems, fielding telephone calls, scheduling meetings, organizing events, composing and editing correspondence, and providing general office support.

Job Category

Non-Exempt

Hiring Range

$31,200 annually /$16 per hour

Pay Basis

Hourly

Subject to Grant Funding?

No

Essential Job Functions

• 1. Coordinates and manages student appointments for Career Development using specialized scheduling software to ensure student satisfaction.
• 2. Maintains and updates student participation databases for experiences and career outcomes to support office reporting and assessment.
• 3. Assists in the maintenance of career resources and advising guides to ensure access to current information.
• 4. Assists with vetting new employers and opportunities for students on job board platform.
• 5. Responds to inquiries and resolves problems requiring a broad understanding of work-area policies and procedures.
• 6. Prepares forms and documents; verifies data for discrepancies and follows up to ensure accuracy.
• 7. Sets up and manages paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as correspondence, or other material.
• 8. Composes, edits, proofreads, and types basic documents; creates mail merges and performs mass mailings; photocopies and collates basic materials.
• 9. Enters data and generates reports from NSU specific software systems to ensure accurate processing and record keeping.
• 10. Schedules meetings/appointments, sets up events/programming, and coordinates travel for office personnel.
• 11. May plan for or coordinate office services, such as equipment or supply acquisition or organization, disposal of assets, relocation, parking, maintenance, and/or other services.
• 12. Completes other projects as assigned.
• 13. Performs other duties as assigned or required

Job Requirements

Required Knowledge, Skills, & Abilities

Knowledge:

• 1. General knowledge of MS Office Suite (Outlook, Word and Excel).
• 2. Clerical - Working knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• 3. Customer and Personal Service - Working knowledge of principles and processes for providing customer and personal services.
• 4. English Language - Working knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Skills:

• 1. Service Orientation – Skilled in actively looking for ways to help people.
• 2. Time Management - Proficient skills in managing one's own time.
• 3. Social Perceptiveness - Proficient skills in being aware of others' reactions and understanding why they react as they do.
• 4. Writing – Skilled in communicating effectively in writing as appropriate for the needs of the audience.
• 5. Speaking – Skilled in talking to others to convey information effectively.
• 6. Active Listening - Proficient skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Abilities:

• 1. Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong.
• 2. Oral Comprehension & Expression - The ability to listen to, understand, and communicate information and ideas presented through spoken words and sentences so others will understand.
• 3. Selective Attention - The ability to concentrate on a task over a period of time without being distracted.
• 4. Detail Oriented - The ability to pay attention to details, understand underlying cause/effect relationships, and account for those details and relationships.
• 5. Confidentiality - The ability to maintain confidential information.
• 6. Ability to multitask and maintain confidential information.

Physical Requirements and Working Conditions:

• 1. Speech Recognition - Must be able to identify and understand the speech of another person.
• 2. Speech Clarity - Must be able to speak clearly so others can understand you.
• 3. Near Vision - Must be able to see details at close range (within a few feet of the observer).
• 4. Travel - Must be able to travel on a daily and/or overnight basis.
• 5. May be required to work nights or weekends.
• 6. May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties.
• 7. May be required to accomplish job duties using various types of equipment/supplies, to include but not limited to pens, pencils, and computer keyboards.
• 8. Must be able to lift, push, pull, or carry objects up to 50 lbs.

Required Education

High School Diploma or Equivalent

Required Experience

• High School Diploma and two (2) years of clerical/administrative experience in an office environment.
• Associate's Degree and one (1) year of clerical/administrative experience in an office environment.

Preferred Qualifications

• 1. Associate's degree and two (2) years of administrative/clerical experience in an office environment.
• 2. Minimum one (1) year working in an institution of higher education.
• 3. Experience in Banner, Ariba, and other NSU systems.

Sensitivity Disclaimer

Nova Southwestern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.

NSU is an Equal Opportunity Employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.