Senior Administrative Assistant

Lincoln University; Lincoln University (PA); On-site; USD 25,000 - 36,000; Full time

Job summary

Lincoln University is seeking a Senior Administrative Assistant (Grade 4, non-exempt) to provide advanced administrative support to the Dean, College of Science & Technology. The hourly salary rate is determined by market norms for 37.5 hours/week, with work requiring flexibility including evenings and weekends.

The role emphasizes high-volume tasks, meticulous records handling, and collaboration with staff, students, vendors and visitors to ensure efficient department operations and compliance

Qualifications

• Advanced knowledge of office procedures and business machines.
• Outstanding customer service, multi-tasking, time management, organization, and interpersonal communication skills.

Responsibilities

• Manage office workflow to meet departmental objectives and prepare reports and presentations.
• Respond to inquiries by walk-in, email, or phone and manage calendars.
• Arrange travel, prepare itineraries, and coordinate events.
• Maintain organized office and protect confidential information.
• Order supplies, manage inventory, and process banking/financial transactions.

Skills

Office procedures

Customer service

Multi-tasking

Time management

Interpersonal skills

MS Office

Confidentiality

Education

60+ college credits / Associate’s degree or higher

Tools

Microsoft Office

Job description

Job Title: Senior Administrative Assistant — Grade 4 FLSA Status: Non-Exempt

Salary: Hourly Rate — 37.5 hours/week

Reports To: Department Administrator or Designee

JOB SUMMARY:

The Senior Administrative Assistant reports directly to the Dean, College of Science & Technology. Within established department procedural guidelines, the incumbent performs advanced, complex and high volume administrative support functions to complete assigned duties and comply with University policies and external governmental agency regulations.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Manage office workflow to meet departmental performance objectives and ensure operational efficiency. Prepare and distribute correspondence, reports, proposals and presentations.
• Respond to walk-in, e-mail and telephone inquiries. Manage department and/or administrator calendars.
• Make travel arrangements, manage itineraries and prepare expense reports. Plan and coordinate special events.
• Oversee and maintain an organized office; and protect sensitive/confidential information. Access, retrieve and store records according to established file systems.
• Order and distribute supplies and equipment and control inventory.
• Perform general business and banking transactions, i.e., manage cash receipts, prepare bank deposits, purchase orders, account reconciliation, and accounts and receivable. Complete special or cyclical projects and additional tasks that reflect the nature of the actual work assignment.
• All other relevant duties as assigned.

EDUCATION:

60+ college credits, Associate’s degree, specialized training or certification in related area; or five or more years of related and commendable work experience.

QUALIFICATIONS:

• Demonstrated expert knowledge of office procedures and business machine operation.
• Outstanding customer service, multi-tasking, time management, organization, and interpersonal communication skills.
• Ability to build and maintain effective working relationships and interact professionally with all levels of staff, students, parents, vendors, clients, and visitors. Exceptional analytical, communication, and technical skills.
• Proficiency in MS Office Suite of Applications or automated departmental systems. Work well independently and in a team environment.
• Demonstrated ability to use good judgment, follow through on assigned tasks, and maintain confidentiality. Commitment to professional development.

WORK ENVIRONMENT:

Work is primarily performed in a university campus environment and requires a flexible schedule including evening and weekend work. Travel for administrative work is expected. The employee is subject to inside environmental conditions: protection from weather conditions but not necessarily from temperature changes.

PHYSICAL DEMANDS:

Moderate lifting up to 20 pounds as frequently as needed to move objects; dexterity to write and manipulate computer keyboard and mouse; ability to hear and speak clearly; and body mobility to stoop, kneel, bend and reach.