Administrative Associate

Springfield College, Regional and Online; Springfield (United States Virgin Islands); On-site; USD 42,000 - 64,000; Full time

Job summary

Springfield College, Regional and Online seeks an Administrative Associate to support the PEHE/SMRT Department Chair and faculty. You will manage scheduling, correspondence, and budget reports while providing confidential, high-quality administrative support throughout the year.

You will coordinate meetings, handle travel arrangements, process purchase orders, and assist with student postings and payroll activities.

Qualifications

• High school diploma or GED required with 3-5 years of directly related experience.
• Associate's degree preferred.

Responsibilities

• Provide scheduling and logistical support for the Department Chair and faculty; utilize Word for correspondence and reports, and Excel for budget reports/analysis.
• Serve as the first point of contact for visitors, students, and staff; perform admin/secretarial tasks and manage mail, dispatch, and communications.
• Coordinate meetings, maintain the department calendar, take minutes, and process purchase orders, check requests, reimbursements, and IT/work orders.
• Maintain and update department budgets; monitor expenditures and balances, manage subscriptions, and procure office supplies.
• Oversee student job postings, online hiring processes, timecards/payroll, and student evaluations.

Skills

Customer service

High pace environment

Confidential information handling

Organizational skills

Microsoft Office Suite

Google Docs & Calendar

Website content updates

Education

High school diploma or GED

Associate's degree preferred

Tools

Microsoft Excel

Outlook

PowerPoint

Word

CX

Google Docs

Job description

Description

Under supervision of the Department Chair this position has primary responsibility for the performance of clerical/administrative activities and coordination of department activities and events. The administrative associate will provide comprehensive support for PEHE and SMRT faculty, current and prospective students, and the undergraduate and graduate programs. A number of responsibilities connected to PEHE/SMRT faculty, courses, current students, incoming students, and prospective students would be tasked to this individual across the year. This position will perform a variety of administrative and staff support duties for the department chair and faculty with limited supervision. Employee will require a range of computer and interpersonal skills and a knowledge of office procedures. Assist and direct visitors, and resolve administrative problems and inquiries; compose, edit, and proofread correspondence and reports, answer telephones and prepare a range of administrative documents. Employee must be able to handle sensitive and confidential material.

Actual salaries will vary depending on multiple factors, including but not limited to degrees attained, experience, and other considerations permitted by law. Comprehensive compensation details, including any additional benefits, will be communicated upon finalization of the employment offer.

Responsibilities

• Provide necessary support to the Department Chair and faculty including scheduling meetings, logistical support for meetings, utilizing Word for correspondence and reports, utilizing Excel for budget reports and/or analysis, maintain the filing system, and utilization of College software to procure information. Oversee the processing of documents for signature/approval. Make travel arrangements for staff as needed.
• Serve as first point of contact of the office for visitors, students, employees. Provide administrative/secretarial support for the department head and staff such as answering telephones, typing correspondence, memos, letters, reports, etc., sorts, screens, reviews, and distributes incoming and outgoing mail, faxing, scanning, photocopying, and resolving and/or referring a range of administrative problems and inquiries. Assess inquiries directed to the department and staff, determines the appropriate course of action, and delegates to the appropriate individual to manage.
• Coordinate meetings and appointments, maintain department calendar. Take meeting minutes as requested. Prepare purchase orders, check requests, reimbursements and key requests. Order office supplies, name badges and business cards for the department. Put in work orders for Facility and IT requests. Coordinate and perform a range of staff and/or operational support activities for the department; serves as a liaison with other departments.
• Maintain and update department budget, monitoring and recording expenditures and balances. Prepare purchase orders, check requests, and reimbursements. Order and maintain record of subscriptions, budgets, and office supplies.
• Responsible for student job posting, coordinating the on-line hiring process, managing timecards and payroll, facilitating, and student evaluations.

Qualifications

High school diploma or GED required with 3-5 years of directly related experience. Associate's degree preferred.

Knowledge, Skills & Abilities

• Strong customer service skills to work collaboratively with internal and external constituents at all levels.
• Ability to work in a high paced busy environment during busy times.
• Ability to maintain confidential and sensitive information.
• Organizational skills necessary.
• Advanced knowledge of Microsoft Office Suite, (Excel, Outlook, PowerPoint, Word), CX, Google docs and calendar.
• Intermediate knowledge of website content updates

Occasional evening, holiday, or weekend work may be required to meet the needs and events of the department.