Senior Administrative Assistant, College of STEM

4 weeks ago

Saint Louis, United States Harris-Stowe State University Full time
Job DescriptionJob Description

Harris-Stowe State University is a historically Black institution (HBCU) located in the heart of vibrant mid-town St. Louis, Missouri. Harris-Stowe’s beautiful campus is minutes from the renowned Gateway Arch, St. Louis Zoo, St. Louis Art and History Museums, Forest Park, and other cultural and educational institutions. Harris-Stowe’s diverse faculty and staff provide a wide range of academic programs to one of the St. Louis region's most culturally diverse student bodies.

Job Summary

The Senior Administrative Assistant for the College of STEM, the newest academic division at Harris-Stowe State University, is a key administrative position responsible for overseeing the day-to-day operations of the College of STEM office. This role requires a highly organized, detail-oriented, and proactive individual who can efficiently manage office resources; facilitate, initiate and maintain coherent communications; maintain a positive, affirming, professional demeanor; supervise student and contract workers; address routine organizational challenges; and ensure the smooth functioning of administrative processes within the College.

Essential Functions

  • Office Operations Management:
    • Oversee and manage the day-to-day operations of the College of STEM office.
    • Ensure the office is well-maintained, organized, and equipped with necessary supplies and resources.
    • Develop and implement efficient office procedures and workflows.
  • Supervision and Leadership:
    • Supervise and provide leadership to student workers and student leaders.
    • Assign tasks, set priorities, and provide training and guidance to student workers and student leaders.
  • Financial Management:
    • Assist in budget tracking for the College of STEM.
    • Manage expenses, submit requisitions, process invoices, and reconcile financial records.
    • Ensure compliance with University financial policies and procedures.
  • Student Support:
    • Provide excellent customer service to students, faculty, staff, and external stakeholders.
    • Assist with student inquiries, registration, and scheduling assistance.
    • Assist with student events, orientations, and academic support programs.
    • Support excellence in the student experience.
  • Facilities and Equipment Management:
    • Coordinate maintenance and repair of office equipment and facilities.
    • Oversee room bookings and scheduling for meetings and events.
    • Ensure a safe and comfortable office environment.
  • Administrative Tasks:
    • Prepare and review correspondence, reports, and documents.
    • Handle sensitive and confidential information with discretion.
    • Assist with data management, record-keeping, and compliance requirements.
  • Event Coordination:
    • Lead the planning and execution of College of STEM events, including conferences, seminars, and workshops.
    • Manage logistics, coordinate vendors, and oversee event budgets.
  • Collaboration:
    • Collaborate with other departments and University offices to facilitate cross-functional initiatives.
    • Participate in Business School committees and meetings.

Education and Experience

  • Bachelor's degree or equivalent experience preferred.
  • Previous office management or supervisory experience, preferably in an academic setting.
  • Strong leadership and interpersonal skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent organizational and time management skills.
  • Attention to detail and accuracy.
  • Ability to multitask and prioritize effectively.

Knowledge, Skills and Abilities

  • Administrative experience in a STEM setting
  • Experience with, and/or ability to learn, new technologies

Working Conditions

  • This position typically operates in an office environment.
  • Some flexibility in working hours may be required to accommodate events and peak activity periods.
  • Occasional attendance at evening or weekend events may be necessary.
  • Some limited travel opportunities for local, regional and/or national professional development opportunities.


"Please No Phone Calls"

Due to the large number of applications submitted and the high volume of applicant inquiries we receive regarding the status of applications, we are unable to accept phone calls or walk-in inquiries regarding applicant status. Only those candidates selected for interviews will be contacted.

EOE Statement

Harris-Stowe State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.

The above statements are intended to describe the general nature and level of work being performed and assigned for this position. This is not an exhaustive list, nor is it limited to all duties and responsibilities associated with the position. HSSU management reserves the right to amend and change the responsibilities to meet business and organizational needs as necessary.

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