Front Desk & Administrative Coordinator for Director’s Office

utaustin; Utah; On-site; USD 37,000 - 45,000; Full time

Job summary

The Administrative Assistant at the Harry Ransom Center serves as the first point of contact for visitors and staff, providing welcoming and efficient support to the Administrative Suite and Director's Office.

Responsibilities include managing calls, assisting with travel reimbursements, processing shipments, and supporting calendar management for leadership. Strong office software skills and docuSign experience are required.

Qualifications

• High School diploma or GED with 3 years clerical experience, OR High School diploma with 1 year in Sr. Office Assistant level.
• Familiarity with administrative software such as Microsoft Office Suite and DocuSign.
• Proactive, organized, and able to handle multiple tasks in a busy office environment.

Responsibilities

• Create a welcoming environment for staff, visitors, and guests upon arrival at the Administrative Suite.
• Manage multi-line telephone system; answer questions or direct calls appropriately.
• Update outgoing voicemail message and manage voicemail messages.
• Assist staff with travel requests and reimbursements using the request system and DEFINE.
• Train staff on travel and reimbursement procedures and policy.
• Process domestic and international shipments, packages, and mailings; prepare shipping labels.
• Provide backup administrative support to the Director's Office and communicate with donors and VIP visitors.
• Assist with issuing income vouchers and payment vouchers in the financial system.
• Assist with vendor set-up and payee information collection using DocuSign.

Skills

Clerical experience

Customer service

Education

High School diploma or GED

Tools

Microsoft Office Suite

DocuSign

Job description

The Administrative Assistant at the Harry Ransom Center serves as the first point of contact for visitors and staff, providing welcoming and efficient support to the Administrative Suite and Director's Office.

Responsibilities include managing calls, assisting with travel reimbursements, processing shipments, and supporting calendar management for leadership. Strong office software skills and docuSign experience are required.