Administrative Assistant I

2 days ago

Jacksonville, Florida, United States Nova Southeastern University Full time
About Nova Southeastern University

Nova Southeastern University is a not-for-profit, independent institution with a reputation for academic excellence and innovation. We are committed to providing a comprehensive education that prepares students for success in their chosen careers.

Job Summary

We are seeking an Administrative Assistant I to join our team. The successful candidate will provide administrative support to our faculty and staff, ensuring the smooth operation of our office. This is a full-time position with full benefits.

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 purchase 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/manage 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

We are seeking a highly organized and detail-oriented individual with excellent communication skills. The successful candidate will have a high school diploma or equivalent and two years of clerical/administrative experience in an office environment, or an associate's degree and one year of clerical/administrative experience in an office environment.

We are an equal opportunity employer and welcome applications from diverse candidates. If you are a motivated and team-oriented individual who is passionate about providing exceptional administrative support, we encourage you to apply for this exciting opportunity.

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