Westminster College Looking for Administrative Assistant Full Time

Department: Office of the President

FLSA Status: Non-Exempt

Work Schedule: Full-time

Position Summary

Provide administrative support to the President’s Office and members of the President’s Cabinet. The Administrative Assistant is responsible for managing the day-to-day activities of the office, providing clerical and project support with a significant amount of working hours at the front desk. Oversees and/or participates in the coordination, control, and completion of special projects for the Cabinet. This position will work closely with external and internal visitors.

Responsibility: President’s Office Operations

Description

• Receives and assists visitors and telephone callers, referring them to the supervisor or other offices as appropriate.
• Manage the day-to-day activities of the office; maintain files, telephone and mailing lists, necessary office supplies, watering plants, and emptying recycling.
• Track purchases and receipts made via purchasing card or vendors, maintain accurate financial records, and communicate regularly with Accounting for questions, errors, and discrepancies; monitor office expenditures to assure purchases are within budget.
• Complete and submit check requests for the President’s Office.
• Evaluate all incoming correspondence to determine which matters require immediate attention.
• Prepares and mails VIP Birthday cards.
• Assembles and analyzes data to prepare reports and documents.
• Assists in preparation and coordination of Board of Trustees meetings, Commencement activities, and special events; including preparing PowerPoint presentations and other materials.
• Submit room and food requests through Event Services for event planning.
• Maintain confidentiality in all matters related to the President and Executive Assistant.

Responsibility: President’s Cabinet Support

Description

• Provide administrative support; including calendaring and special projects.
• Assist the Provost Office with updates to manuals, handbooks, electronic documents, and other items as needed to ensure accuracy and consistency.
• Assist the Provost Office with various faculty processes such as: faculty personnel files, student evaluations, faculty peer review, faculty hiring, onboarding, promotion and separation.
• Act as main administrative point of contact.
• Process donation and gift checks.
• Complete and submit check requests for Cabinet and VP.
• Reconcile budgets on a monthly cycle.
• Prepare and budget travel arrangements following current guidelines.
• Assembles and analyzes data to prepare reports and documents.
• Assists in preparation and coordination of special events; including preparing PowerPoint presentations and other materials.
• Support for student employees.
• Submit room and food requests through Event Services for event planning.
• Maintain confidentiality in all matters related to the Cabinet.

Responsibility: Communication-Related Duties

Description

• Support an understanding of and promote the college’s mission and values.
• Demonstrate respect and collaboration with all staff, faculty, and students.
• Proactively use conflict resolution and problem-solving to maintain a respectful environment.

Responsibility: Diversity and Inclusion

Description

Promote an Inclusive Westminster through demonstration of the commitments included in the Westminster College Diversity Statement. Participate in developmental activities to increase understanding and awareness of issues related to diversity, equity and inclusion both individually and as related to my field of work, profession or discipline.

Additional Responsibilities

Other duties as assigned.

Required Qualifications

*          Associate degree or two years of related work experience; or an equivalent combination of education, training, and experience.
*          Demonstrated record of a high level of conscientiousness, follow-through, and attentiveness to detail.
*          Demonstrated record of outstanding customer service and interpersonal skills.
*          Proficiency in Word Office suite, including Word, Excel, Access, PowerPoint.
*          Ability to prioritize multiple projects or requests.
*          Experience and skills with information technology.

Posting Number: S118P

Desired Start Date

04/04/2022