Administrative Assistant Job at Government Jobs in Hampton

Overview

Administrative Assistant

Hampton University, School of Science, Office of the Dean is seeking a highly organized, proactive, and discreet Administrative Assistant to provide comprehensive administrative support directly to the Dean. This essential role operates in a dynamic, fast-paced environment, requiring exceptional customer service and the ability to manage multiple priorities effectively. The successful candidate will be a critical link between the Dean's Office and the ten departments within the School of Science, ensuring smooth operations and timely communication.

Responsibilities

• Provide high-level administrative support to the Dean, managing their calendar, scheduling appointments, and handling day-to-day communications with faculty and staff.
• Coordinate and prepare all aspects of school-related travel for the Dean, including arrangements, itineraries, and expense reporting.
• Manage the procurement of office supplies and equipment, processing purchase requisitions, invoices, and reimbursement documents, and ensuring timely vendor payments.
• Facilitate efficient communication and coordination with all ten departments under the School of Science to gather information and ensure timely submission of reports to the Provost's Office.
• Organize and schedule the Chair's meetings and various other school-wide meetings and conferences, providing necessary clerical support.
• Perform general office duties including filing, faxing, copying, and mail distribution.
• Serve as the primary point of contact for the Dean's office, greeting visitors and answering multi-line phone calls with professionalism and courtesy.
• Compose and prepare professional correspondence, letters, and memorandums.
• Assist with the coordination of school-related annual ceremonies, including Graduation.
• Maintain a neat and organized reception area and assist with the upkeep of office equipment.
• Support school-related committees by providing clerical assistance.
• Handle all Dean's office matters with the utmost discretion and confidentiality.

Qualifications

• Associate's Degree required; Bachelor's degree preferred.
• Demonstrated professional administrative experience, preferably in a higher education setting.
• Exceptional proficiency in Microsoft Office Suite (Word, Excel, Access, PowerPoint, Outlook)

Supplemental Information

• Strong organizational, time management, and multitasking skills with the ability to perform effectively under pressure.
• Excellent written and verbal communication skills.
• Proven ability to maintain discretion and confidentiality.
• High level of professionalism and customer service orientation.
• Ability to work independently as well as collaboratively within a team environment.
• Capable of providing accurate information and services in a courteous and timely manner.