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Administrative Support Specialist

2 months ago

Daytona Beach, Florida, United States Bethune-Cookman University Full time
Job Title: Administrative Assistant Job Summary: The Administrative Assistant provides high-level administrative support to the Senior Advisor to the President for Accreditation, Quality Control, Compliance and Institutional Effectiveness. This role requires exceptional organizational, communication, and interpersonal skills to effectively work with diverse constituencies. The successful candidate will assist the Senior Advisor in leadership, direction, and efficient management of the Division Offices. Key responsibilities include administrative and budget management support, prioritizing and scheduling multiple assignments, projects, and tasks. The Administrative Assistant will perform complex, responsible, and confidential administrative duties, develop and implement plans for efficient management of the Division, and supervise office work aid assistants. Duties/Responsibilities: * Manage the Office of the Senior Advisor * Collaborate with other units of the Division * Develop operational procedures manuals for the Division * Apply and implement administrative university policies and procedures * Assist in developing, processing, and monitoring annual budget requests and transactions * Coordinate and prepare materials for Divisional staff meetings, workshops, retreats, planning sessions, and activities/events * Develop reports, documents, and presentations using computer-based software packages * Handle inquiries about the Division and initiate responses or refer them to appropriate staff * Compose routine correspondence, minutes, and proceedings for internal and external constituencies * Familiar with national and professional accrediting agencies' standards and requirements * Interface with internal and external constituencies on behalf of the Senior Advisor * Schedule appointments and maintain a log on visits made to internal and external constituencies * Receive and refer visitors, respond to inquiries in a professional manner * Develop and maintain an electronic and paper filing system, logs, and records * Prepare documents for procurement of services, supplies, equipment, and other items to support the Division * Perform other tasks and projects as assigned by the Senior Advisor Required Skills/Abilities: * Experience in office administration and management, or relevant work experience supporting an executive-level administrator * Knowledge and training in administrative office operating procedures * Excellent organizational, interpersonal, written, and oral communication skills * Proficiency with office equipment and various software application packages * Ability to handle several projects/responsibilities simultaneously and work independently * Ability to interact effectively * Ability to coordinate and manage multiple tasks * Ability to plan and execute tasks to accomplish specific completion dates * Be reliable and punctual Education and Experience: * Bachelor's Degree preferred or any combination of education and experience providing required knowledge and skills * At least 10 years in administrative support and office management with technological, secretarial, and clerical experience Physical Requirements: Requires some physical effort, i.e., some standing and walking, light lifting (5-15 lbs.); and manual dexterity in the operation of office equipment; extensive periods of time at a keyboard; occasional hours outside the normal University schedule. The University does not discriminate on the basis of race, color, national and ethnic origin, sex, retaliation, marital status, religion, or disability, or any other applicable local, state, or federal regulation. Inquiries regarding provisions for persons with disabilities, equal employment opportunity, and Title IX matters should be directed to the Office of Human Resources.