Senior Administrative Assistant

University System of New Hampshire; Keene, Northern (NH, KY); Hybrid; USD 29,000 - 32,000; Full time

Job summary

Keene State College, located in Keene, NH, invites applications for a Senior Administrative Assistant. The role provides high-level administrative support to Academic Affairs, handling inquiries, scheduling, and coordination across departments.

You will work with the Dean, chairs, and staff to ensure smooth operations and accurate data management. The position emphasizes budgeting, purchasing, payroll, and reporting, with opportunities to assist events and communications.

Qualifications

• High school graduation or equivalent; four years of increasing office support experience.
• Associate’s or Bachelor’s degree preferred.
• Proficiency with MS Word, Excel, Outlook, Access; relational databases.
• Excellent written and oral communication; strong confidentiality.

Responsibilities

• Provide front-line administrative support for academic departments, including inquiries and phone coverage.
• Enter course schedules and assist with hiring and supervising student workers.
• Manage deadlines, budgeting tasks, and routine financial transactions.
• Prepare reports and data extractions; create and post communications.
• Schedule meetings and coordinate department communications with stakeholders.
• Maintain filing systems and assist with social media updates.

Skills

MS Word

MS Excel

MS Outlook

Access

Relational databases

Communication

Organizational skills

Problem-solving

Confidentiality

Education

High school diploma

Associate degree

Bachelor’s degree

Tools

Workday

Job description

## Senior Administrative AssistantApply: Keene State College: Full time: Posted 14 Days Ago: JR8984This position serves as the first point of contact for students, faculty, families and staff and provides high level administrative support to academic departments within Academic Affairs. Performs diverse, responsible, and complex office support functions including procurement, budgeting and financial transaction reconciliation, assisting with events, communicating and coordinating information using independent judgment, problem-solving skills and initiative to determine approach of action to take in non-routine situation, by interpreting departmental guidelines, KSC and USNH policies and procedures. All staff positions on campus support students and will be involved in student-focused activities.## **Duties/Responsibilities**## **Administrative Support (75%)*** Provide administrative support for academic departments including responding to electronic inquiries, answering phones, entering course schedules for each department, offering support with completing paperwork, assisting in hiring and managing of student workers and adjunct staff and adjunct faculty as needed.* Manage the ebb and flow of continuous deadlines, procedures, student employment, and changes in faculty.* Assist with the onboarding of new department chairs, faculty, staff, adjunct faculty/staff, and students in all areas of ever-changing processes and programs.* Produce various data, forms, reports for the departments and deans as necessary.* Schedule and coordinate meetings as necessary.* Responsible for departmental communications to students.* Collaborate, provide direction, and assist department chairs, coordinators, faculty, students, prospective families, the public, outside reviewers, and colleagues across the campus community. Respond to all inquiries through all matters of communication.* Create, maintain, utilize, and analyze information from databases for student and faculty information.* Communicate information to the Dean, Department Chair’s and the Provost Office where appropriate.* Post electronic and physical announcements for class cancellations and room changes (online and physical location).* Establish and manage e-filing systems for departments using judgment and knowledge of office requirements.* Provide ad hoc reports as necessary, i.e. Accreditation and program review* Order office supplies, complete maintenance request forms as necessary* Assist with updating department social media page as applicable* Other duties as assigned**Business Operations (15%)*** Assist with the overall management of the business operations, travel, payable and receivable, purchasing, budget management and control, payroll, and inventory control.* Assist with management of academic department budgets on a day-to-day basis. Forecasting budget requirements and obligations to ensure maintenance of adequate funding.* Work with KSC finance team and USNH Procurement to secure departmental purchases.* Serve as the departmental point person with the KSC finance department and Sponsored Projects and Research.**Special Projects, Events (10%)*** In collaboration with department faculty coordinate workshops, meetings, special events, marketing/promotions.* This includes but is not limited to the following: event costing, purchases, food, rentals, technical support, security, reimbursements, vendors, promotions, travel, and accommodations.* Implement outreach activities for the campus at large and/or local community.**Requirements****Minimum Acceptable Education & Experience:*** High school graduation/equivalent and four years of office support experience of increasing responsibility or any combination of experience and higher education equal to four years.**Knowledge, Skills & Abilities:*** Ability to rapidly shift task priorities based on urgency of departments’, faculty’s, and students’ needs.* Demonstrated organizational, analytical, and problem-solving skills, attention to detail.* Effective written and oral communication skills.* The ability to maintain appropriate confidentiality of sensitive information.**Other Requirements:*** Proven experience formatting and editing letters and documents.* Experience with tasks involving increased responsibility and requiring discretion and independent judgment.* Proven experience as a successful team member including interest and ability to establish and maintain effective working relationships with faculty, staff, students and the general public.* Proficiency with computer applications, including MS Word, Excel, Outlook, Access and relational databases.* Demonstrated experience processing financials including accounts payable/receivable.**Preferred Qualifications:*** Associate’s degree or Bachelor’s degree* Work experience in college/university environment* Experience with Workday or similar HR/Finance/Student System**Applicant Instructions:**Applicants should be prepared to upload the following documents when applying online within the *My Experience: Resume/CV* section of the application: (Maximum of 5 Documents)* Resume/CV* Cover Letter* Contact Information for 3 Professional ReferencesAnticipated hourly rate is $21.00-23.00 an hour depending upon experience and internal equity. Applications that are missing any of the required items may not move forward for consideration. Additional uploaded documents not requested in the position announcement will not be reviewed.This position falls within the collective bargaining unit for the Keene State College Administrative Staff Association (KSCASA), an affiliate of the National Education Association of New Hampshire (NEA-NH).Keene State College is located in the scenic Monadnock region of Southwest New Hampshire and is an affiliate of the University System of New Hampshire. Located approximately 2 hours from Boston or Hartford CT, and 4 hours from New York City, the region contains many opportunities to enjoy outdoor recreation, cultural events, and a strong sense of community. To learn more about Keene State College, the University System of New Hampshire, and the Keene community, please visit: https://www.keene.edu, https://www.usnh.edu/ or https://www.ci.keene.nh.us.**EEO Statement**The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.Compensation Pay Range:$17.57 - $28.96The pay range for this position is listed above. Actual offer will be based on skills, qualifications, experience, and internal equity, in addition to relevant business considerations. More information on benefits can be found here: USNH Employee Benefits | Human Resources