Administrative Assistant - Hoboken, United States - Stevens Institute of Technology

Stevens Institute of Technology Hoboken, United States

4 weeks ago

Full time

Description

Administrative Assistant

Job Description

Reporting to the Director of Residential Education, the Administrative Assistant actively supports a student-centered operation that serves the growing residential communities of Stevens. The Administrative Assistant is responsible for providing support on behalf of the Office of Residential Education to current and prospective students and their families, guests, and partners in and beyond the Stevens community with a commitment to professionalism and customer service.

Essential Responsibilities

Provide administrative support to Res Ed staff members as needed, including scheduling meetings and managing calendars, coordinating travel arrangements, processing expense reports, etc, when appropriate.
Greet visitors in a welcoming manner and provide direction to the appropriate staff member.
Manage incoming calls to the Res Ed main phone lines and provide basic information; direct calls appropriately.
Work with University Events, Catering and Physical Plant to organize set-up for department meetings and events.
Organize and copy materials needed for meetings and events.
Monitor and order office and programming supplies, documents, files, and equipment.
Work in coordination with Residential and Dining Services to ensure that the residential student software is current with resident information.
Support staff with move-in and move-outs during the academic year, including issuing and collecting keys.
Assist with purchasing and reconciling purchases in the Concur and Kuali systems.
Assist in maintaining vendor contracts.
Maintain a professional level of conduct, appearance, and attire at all times.
Perform other duties as assigned.
Ability to work occasional evenings or weekends, as needed.
Qualifications

Bachelor's degree preferred.
At least two years of previous experience working in an administrative assistant-related role in a customer service focused environment are preferred.
Knowledge and Skills

Must enjoy working with a college student population.
Strong interpersonal skills with the ability to deal with challenging situations in a diplomatic and calm manner, maintaining a customer service orientation at all times, using discretion when accessing and handling confidential information.
Possess an understanding of basic computer applications: proficiency in Word, Outlook, Excel, and PowerPoint.
Possess excellent organizational, time management, and communication skills (oral and written) with specific emphasis on strong written communication skills.
Experience with project management and/or project planning software.
Demonstrate an openness to learning new technology and using technology effectively.
Ability to prioritize and meet deadlines.
Self-starter with ability to adapt to change and handle multiple tasks simultaneously in a fast-paced environment.

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