FT Staff: Administrative Assistant

3 weeks ago

Raleigh, United States Shaw University Full time

Reporting to the Director, Child Development Center, the Administrative Assistant provides a full-range of clerical support to Director and Staff. Under guidelines and procedures established by the University, performs full intermediate-level administrative support including: front-desk customer service and phone coverage; drafting of correspondence and reports, keying, logging, status of departmental purchase requisitions; calendar management and meeting coordination; maintenance of office supplies and back-up to other administrative support personnel in the Child Development Center, as assigned. Position also creates and maintains hard copy and digital files and records; processes mail; and frequently performs hand-delivery of documents on-campus. Ensures internal/external client satisfaction work with a diverse population of faculty, students, staff and visitors.

Essential Job Functions:

  • Serve as a front desk receptionist for the Child Development Center by greeting visitors, students, faculty and staff.
  • Directing visitors, students, faculty and staff to the appropriate offices according to their needs.
  • Answer telephones, relay messages, transfer calls to appropriate individuals and give correct information to callers
  • Assist in drafting and preparing meeting agendas, briefing notes and corresponding materials.
  • Completes processing forms in accordance with university procedures.
  • Proof and distribute meeting minutes, notes and reports as assigned.
  • Manage and maintain files both electronic and hard copy per the needs of the Child Development Center, including locating and attaching appropriate files to incoming and outgoing correspondences.
  • Order and maintain supply and equipment inventory for the Child Development Center.
  • Open, read, route, and distribute incoming mail to the appropriate personnel.
  • Learn and operate office technologies (including, but not limited to Copier, Phone System, Computer, Jenzabar)
  • Attend periodic staff training
  • Other duties as assigned.

Education and/or Experience:

Preferred
• Associate Degree or Bachelor's Degree
• Minimum of 3 years' experience working as a receptionist or secretary
• Experience in Higher Education
• Bilingual, preferably Spanish (read, write and speak)
• Can work under pressure to meet deadlines.
• Knowledge or experience working in a childcare program such as Wake County Public Schools, Head Start,
Wake County Smart Start, Department of Health and Human Services Subsidy Program, and other
community collaboration partners.
Required
• High School Diploma/GED
• Demonstrate sound judgement, discretion, and fact.
• Pass pre-employment health screening
• First Aid and CPR Certification
• Valid and current NC Child Care Qualified Letter
• Current Physical and Negative TB Test
• NC Child Development and Early Education Trainings
• Must have knowledge of child development and NC Childcare regulations or work field experience in a Birth -
Kindergarten program.
• Responsible, dependable, well-organized and demonstrate a high level of integrity.
• Responsive, quick thinking and possess an innate ability to anticipate and respond to issues.
• Establish priorities and work in an organized manner with emphasis on detail and accuracy.
• Ability to maintain a positive and professional attitude.
• Good organizational skills.

Other Competencies:

Must have a philosophy that is consistent with the Mission, Vision, and Core Values of the organization. Vision,
commitment, and experiences in achieving goals and pursuing excellence is critical. Strong oral and written
presentation skills. Ability to work well independently and as a member of the team. Excellence in organization,
decision-making, problem-solving and creating a collaborative environment. Ability to manage multiple projects
simultaneously. Must be able to read, write, and speak fluently in English.

Physical Demands:

Ability to sit or stand for up to 8 hours/day and climb stairs as required. Some lifting (up to 25 pounds occasionally),
bending, and carrying. Specific vision abilities include the ability to use close vision. The employee is regularly
required to talk and hear, and to use hands and fingers to handle or feel.

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