Administrative Support Specialist

1 week ago

Erie, Pennsylvania, United States Gannon University Full time

Position Overview

: The Student Development and Engagement/Residence Life Administrative Assistant is essential to the Student Development and Engagement Team, facilitating office functions and contributing to campus initiatives. This role requires meticulous attention to detail and a willingness to understand administrative procedures, university housing regulations, and the nuances of residential facilities.

Core Responsibilities
  • Office Management: The Administrative Assistant will oversee daily office functions, including providing front desk support to visitors, managing inquiries, and assisting guests. Effective communication skills are crucial for sharing information, resolving issues, and addressing requests.
  • Team Collaboration: The Administrative Assistant is expected to work harmoniously with other team members, aiding in the effective management of student housing transitions.
  • Event Coordination & Routine Duties: The Administrative Assistant will support special events and office activities while performing assigned routine tasks. Responsibilities will include alternating roles at the reception desk, answering phone calls, and greeting visitors.
  • Mission Alignment: The Administrative Assistant must actively endorse and promote the University's inclusive mission, demonstrating a commitment to serving a diverse student body.

Employment Expectations
  • Applicants should communicate any expected absences during the interview process.
  • Requests for time off must be submitted in writing at least two weeks in advance for consideration.
  • Unapproved absences may lead to corrective measures.

Performance Review and Feedback: Supervisors will engage with the Administrative Assistant to discuss job responsibilities, set objectives, and clarify performance expectations. Regular meetings will be scheduled to assess progress, performance, and skill enhancement, with ongoing evaluations to address behaviors as necessary.

Confidentiality Requirements: The Administrative Assistant is expected to understand office etiquette, maintain confidentiality, and will be required to sign a confidentiality agreement.

Interactions with Others: The Administrative Assistant will engage with administrators, faculty, staff, parents, students, and visitors both in person and via phone. Additionally, the Administrative Assistant may interact with the public, responding to inquiries in a professional and courteous manner.

Qualifications and Skills: The Administrative Assistant is limited to 20 hours per week (30 hours during breaks/summer) and must maintain a clean conduct record due to access to sensitive information.

Key expectations include:
  • Ability to accept supervision, handle constructive feedback, follow directions, work under pressure, and collaborate effectively.
  • Strong critical thinking, initiative, public relations, and customer service skills.
  • Proficiency in verbal and written communication, organization, basic math, and data entry.
  • Capability to navigate stairs regularly, including during emergencies.

The Administrative Assistant must adhere to the Gannon University Institutional Policy Manual and be familiar with University policies. This role is secondary to academic responsibilities, and any additional commitments require supervisor approval.

Essential Job Functions
  • Housing Responsibilities: Assist with maintaining key logs, preparing key packets, and managing key-related tasks.
  • Main Office Duties: Monitor and respond to office communications, gain proficiency in relevant software, report maintenance issues, attend staff meetings, and communicate departmental needs.

Physical Requirements: The role requires functioning in a busy office environment and supporting the University's mission, including some light lifting (up to 30 pounds).

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