Administrative Assistant

Overview

• Provide administrative support to the biology department, ensuring smooth daily operations and assisting faculty, staff, and students effectively.
• Serve as the primary receptionist, handling phone calls, greeting visitors, and directing inquiries professionally.
• Manage incoming packages and mail, ensuring accurate logging, sorting, and distribution.
• Assist with procurement tasks, including placing orders for teaching labs and maintaining supply inventories.
• Support faculty with administrative tasks such as Scantron usage and equipment maintenance.
• Coordinate refreshments and cleanup for weekly colloquiums, occasionally requiring overtime work.
• Perform special projects and provide assistance to the department administrator and chair as needed.
• Ensure confidentiality and discretion when handling sensitive materials and interactions.

Key Responsibilities & Duties

• Open and close the office daily, ensuring security protocols are followed.
• Receive, log, and distribute incoming packages and mail efficiently.
• Place orders for teaching labs and maintain inventory of stockroom supplies.
• Assist with check requests, invoices, and other financial documentation.
• Support faculty and staff with administrative tools, including Scantron and office equipment.
• Organize and set up refreshments for weekly colloquiums, ensuring timely cleanup.
• Maintain office equipment and ensure operational readiness.
• Collaborate with the department administrator and chair on various tasks and projects.

Job Requirements

• High School diploma required; Bachelor of Arts preferred.
• Minimum of 2 years of administrative experience; 3 years preferred.
• Proficiency in general computer applications, including document and spreadsheet software.
• Excellent communication skills for interacting with students, faculty, and staff.
• Strong judgment, diplomacy, and discretion in handling confidential materials.
• Ability to work on-site during specified hours, including occasional overtime.
• Strong organizational skills to manage multiple tasks and responsibilities effectively.