Senior Administrative Associate

Motlow; Nashville (TN); On-site; USD 38,000 - 45,000; Full time

Job summary

Motlow is seeking a Senior Administrative Associate to provide direct administrative support to the dean, departments, and faculty within the School of STEM. Responsibilities include answering calls, managing mail, budgeting, and preparing reports and documents, with duties across campus and virtual settings as needed.

The role requires at least a high school diploma and two years of administrative experience, plus strong organizational and communication skills.

Qualifications

• High school diploma or equivalent.
• Two (2) years' experience in administrative support.
• Proven ability to organize, prioritize and perform multiple functions, balance priorities, meet deadlines with short turn-around times, and adapt to changing situations.
• Proficiency with word processing, spreadsheets, and presentation software.

Responsibilities

• Answer phones and respond to in-person/email inquiries, screen calls, and handle related issues.
• Provide general office management and clerical support: copying, printing, filing, mail processing, and supplies maintenance.
• Maintain budgets and prepare routine correspondence, reports, contracts and documents.
• Schedule meetings, coordinate travel, events, and interviews; greet visitors and assist with information.

Skills

Multitasking

Organization

Communication

Education

Associate degree

CAP Certification

Tools

SciQuest

Banner

Outlook

Excel

PowerPoint

Word

Job description

Title: Senior Administrative Associate

POSITION SUMMARY

This position will provide direct administrative support to the dean, various departments, and faculty within the School of STEM.

ESSENTIAL JOB FUNCTIONS/JOB DUTIES AND RESPONSIBILITIES

Perform job duties from the assigned campus/instructional site/work location. Perform duties including answering phones, responding to phone/in person/email inquiries, screening calls, and handling related issues. Provide general office management and clerical assistance with copying, printing documents, filing, maintaining records, making phone calls, and processing incoming/outgoing mail, FedEx and UPS. Utilize various computer applications including but not limited to, Outlook Email and Calendar, Excel, PowerPoint, Word, BANNER, and SciQuest. Initiate and process office purchases, requisitions, monthly purchase reconciling, and payment services. Maintain budget information for School of STEM accounts. Assess inquiries directed to the School and determine the proper course of action, and delegates to the appropriate individual to manage the response. Prepare routine correspondence, reports, contracts, forms, and other documents.

Greet and assist visitors and callers by providing information and/or directing them to the appropriate person. Serve as a receptionist for the office area. Assist with assembling information for various reports and projects. Keep appointment schedule, arranging meetings (virtual and in person) and interviews as necessary. Make arrangements and prepares for travel, conferences, appointments, special events or other business activities. Analyze and interpret directives, policies, procedures, guidelines, etc. Determine type of data, forms, records, or methods needed and collects and/or compiles data. Compose routine and non-routine correspondence independently. Develop and maintain personnel, financial, statistical and other records. Maintain and order office supplies and other materials as needed. Coordinate work flow among offices or departments. May supervise student workers and/or temporary employees.

REQUIRED QUALIFICATIONS

High school diploma or equivalent.

Two (2) years' experience in administrative support.

Proven ability to effectively organize, prioritize and perform multiple job functions, balance conflicting priorities, meet deadlines with short turn-around times and manage changing situations.

Proficiency with word processing, spreadsheets, and presentation software

PREFERRED QUALIFICATIONS

Associate’s degree from an accredited institution.

Certified Administrative Professional Certification (CAP).

Experienced in preparing documents, reports and presentations.

Experience with SciQuest and Banner.

KNOWLEDGE, SKILLS AND ABILITIES

Detail oriented with the ability to multitask and work with competing deadlines. Discretion, judgment, and ability to handle confidential matters. Must be able to work independently, take initiative and make substantive decisions quickly. Excellent oral and written communication skills are required; i.e., the ability to communicate effectively orally and through written correspondence as well as in communicating with individuals in one-on-one situations. Exceptional listening skills, interpersonal skills, diplomacy and the ability to effectively interact and build trusted relationships with diverse internal and external constituencies.

Open Until Filled: Yes

Rate of Pay: $37,791.00 - $45,357.00 depending on experience