Administrative Assistant

1 week ago

Jacksonville, Florida, United States Nova Southeastern University Full time
Job Title: Administrative Assistant I

We are seeking a highly organized and detail-oriented Administrative Assistant I to join our team at Nova Southeastern University. As an Administrative Assistant, you will provide administrative support to our faculty and staff, ensuring the smooth operation of our office.

Key Responsibilities:
  • Respond to inquiries and resolve routine problems requiring general understanding of work-area policies and procedures.
  • Welcome and assist visitors, current students, or callers and handle their inquiries or direct them to the appropriate department.
  • Compose, edit, proofread, and type basic documents; create mail merges and perform mass mailings; photocopy and collate basic material.
  • Open, read, route, and distribute incoming mail or other materials and answer routine letters.
  • Prepare forms and documents; verify data for discrepancies and follow up to ensure accuracy.
  • Enter data and generate reports from NSU specific software systems.
  • Schedule meetings/appointments/events and coordinate travel.
  • Submit check requests and purchases office supplies.
  • Maintain inventory of office supplies, marketing materials, and promotional items.
  • Provide support to the academic departments by scheduling classrooms in NSU systems.
  • Schedule/manages room assignment request for classes, meetings, video conferences, and special requests for external groups.
  • Coordinate with security by providing weekly classroom schedules and study room schedules.
  • Coordinate or participate in promotional activities, including conferences, on-campus orientations, educational fairs, career days, campus tours, call campaigns, or special events.
  • Prepare conference or event materials, such as flyers or invitations, and room set-up.
  • Lead/support event preparations - assess event needs, purchase necessary event items, and set-up/break-down event area.
  • Act as a liaison to other university departments.
  • Coordinate social media for assigned campus.
  • Identify and pursue opportunities to increase leasing and act as a point of contact to external organizations.
  • Use computers for various applications, such as database management, word processing, shared documents, and research assigned projects topics.
  • Operate office equipment, copiers, or phone systems and arrange for repairs when equipment malfunctions and submit work orders as requested.
  • Submit facilities work orders as needed.
  • Complete other projects as assigned.
  • Perform other duties as assigned or required.
Requirements:
  • High School Diploma or Equivalent
  • Two (2) years of clerical/administrative experience in an office environment, or
  • Associate's degree and one (1) year of clerical/administrative experience in an office environment

We offer a competitive salary and a comprehensive benefits package, including tuition waiver, retirement plan, excellent medical and dental plans, and more. If you are a motivated and detail-oriented individual who is passionate about providing exceptional administrative support, we encourage you to apply for this exciting opportunity.

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