Senior Administrative Assistant

Kentucky State University; Frankfort (KY); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a Senior Administrative Assistant to provide vital support to the Vice Provost for Academic Affairs. This role is perfect for a detail-oriented, organized individual who thrives in a dynamic environment. You will streamline workflows, manage data, and prepare professional documents while ensuring the office runs efficiently. If you have a passion for higher education and possess exceptional communication skills, this opportunity is a perfect fit. Join a collaborative team dedicated to academic excellence and make a meaningful impact in the educational community.

Qualifications

• 3-5 years of administrative support experience, preferably in higher education.
• Advanced proficiency in Microsoft Office Suite is essential.

Responsibilities

• Provide comprehensive administrative support to the Vice Provost and team.
• Manage calendars, schedule meetings, and coordinate logistics.

Skills

Microsoft Office Suite

Process Management

Spreadsheet Proficiency

Word Processing Skills

Communication Skills

Organizational Skills

Time Management

Education

Bachelor's Degree

Tools

Microsoft Word

Microsoft Excel

Asana

Trello

Adobe Acrobat

Job description

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TITLE:Senior Administrative Assistant

DEPARTMENT:Academic Affairs

REPORTS TO:Vice Provost of Academic Affairs

CLASSIFICATION:Staff-12 months

EFFECTIVE DATE:TBD

STANDARD WORK HOURS:37.5 hours per week

EMPLOYMENT STATUS:Full-Time

EMPLOYMENT CLASSIFICATION: Non - Exempt

Scope Of Responsibility

The Senior Administrative Assistant provides crucial administrative and operational support to the Office of the Vice Provost for Academic Affairs. This role requires a highly organized, detail-oriented individual with strong process management, spreadsheet proficiency, and word processing skills. The Administrative Assistant will be responsible for streamlining workflows, managing data effectively, preparing professional documents, and ensuring the efficient operation of the office. This position demands a proactive approach, excellent communication skills, and the ability to handle confidential information with discretion.

Essential Job Functions

• Provide comprehensive administrative support to the Vice Provost and other members of the office as needed.
• Develop and maintain efficient office processes and procedures to optimize workflow and information management.
• Manage and maintain electronic and paper filing systems, ensuring accuracy, accessibility, and compliance.
• Create, format, edit, and proofread a variety of documents including correspondence, reports, presentations, memos, and agendas with a high degree of accuracy using word processing software (e.g., Microsoft Word).
• Utilize strong spreadsheet skills (e.g., Microsoft Excel) to create, maintain, and analyze data in spreadsheets, including data entry, formula creation, formatting, and generating reports.
• Manage complex calendars, schedule meetings and appointments, and coordinate logistics for internal and external meetings.
• Process invoices, expense reports, purchase requisitions, and other financial documentation accurately and in a timely manner.
• Track and monitor deadlines, tasks, and projects, proactively following up to ensure timely completion.
• Assist with the preparation of budget materials and track budget expenditures as needed.
• Serve as a point of contact for internal and external inquiries, providing professional and helpful assistance via phone, email, and in person.
• Organize and coordinate travel arrangements, including booking flights, accommodations, and preparing itineraries.
• Maintain inventory of office supplies and coordinate orders as necessary.
• Assist with the planning and execution of office events, workshops, and conferences.
• Handle confidential information with discretion and maintain a high level of professionalism.
• Identify areas for process improvement and propose solutions to enhance efficiency.
• Provide support for special projects and initiatives as assigned.
• Perform other administrative duties as required to ensure the smooth operation of the office.
  
  

Qualifications

• Education: Bachelor's degree required. Equivalent combination of education and experience may be considered.
• Experience: Minimum of 3–5 years of progressively responsible administrative support experience, including at least 2 years in a higher education or similarly complex organization.
• Skills:
• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with document preparation and editing, calendar and meeting management, and travel coordination.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Familiarity with project management tools (e.g., Asana, Trello) and Adobe Acrobat.
  
  

Preferred Qualifications

• Education: Bachelor’s degree in Business Administration, Office Management, or related field.
• Experience: Experience supporting mid-level or senior management; prior experience coordinating across multiple departments or functions.
• Skills:
• Familiarity with database systems and enterprise software used in higher education (e.g., Banner, PeopleSoft).
• Ability to troubleshoot office systems and technology, assist with process improvement, and support event planning or project coordination.
• Demonstrated expertise in process management and the ability to analyze and improve workflows.
  
  

KNOWLEDGE, SKILLS, And ABILITIES

• Ability to create, compose, and edit written materials.
• Ability to develop and maintain recordkeeping systems and procedures.
• Ability to gather data, compile information, and prepare reports.
• Ability to resolve customer complaints and concerns.
• Demonstrated ability to maintain confidentiality.
• Excellent oral, written, and communication skills; i.e., the ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations.
• Information research skills.
• Knowledge of current and emerging trends, techniques, issues, and approaches in technology.
• Knowledge of office management principles and procedures.
• Knowledge of procurement rules and regulations.
• Organizing and coordinating skills.
• Project management skills.
• Requires a precise command of grammar, punctuation, spelling, and the correct usage of the English language. Must be adept at consistently multitasking while accurately attending to detail.
• Skill in budget preparation and fiscal management.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  
  

Other Duties

• Other related duties as assigned.
  
  

Supervisor Responsbilites

• This position does not have supervisory responsibility.
  
  

Physical Requirements

• Environment: The work is primarily performed in an office setting with a standard work schedule. Occasional overtime may be required to meet deadlines or assist with events.
• Physical Effort: The role involves sitting for extended periods, using office equipment, and occasionally lifting supplies and materials up to 25 pounds. Some walking, standing, and bending may be required.
• Travel: Minimal travel may be required, primarily for attending meetings or events within the local area.
  
  

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa

Internal candidates are encouraged to apply.

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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