Administrative Assistant Job at Edward Waters College in Jacksonville

Overview

Administrative Assistant role at Edward Waters College (Edward Waters University). The Administrative Assistant provides support in a shared services environment, handles clerical and administrative tasks with confidentiality and attention to detail, and serves as the primary contact point for visitors and callers. The role operates largely with responsibility within established guidelines or procedures and has no supervisory responsibilities or authority to commit funds for the institution.

Location: Jacksonville, FL.

Responsibilities

• Type business correspondence, interoffice memoranda, agendas, reports, etc.
• Conduct a quality review to ensure proper English, grammar, and punctuation.
• Update management reports, design covers, and utilize graphics.
• Ensure timely processing of official documents, forms, and requests.
• Multitask and operate general office equipment, including a multi-line phone system.
• Assist staff in preparing and compiling presentation materials (e.g., PowerPoint presentations, Board Reports, grant proposals, University College promotional materials).
• Provide effective and professional office management for the unit, adhering to policies and procedures.
• Update and maintain the Standard Operating Procedure Manual for the unit.
• Record and transcribe minutes for staff meetings.
• Maintain filing systems (electronic and paper) and ensure unit staff/student files are current and properly organized per institutional requirements.
• Prepare short memorandums, letters, reports, meeting agendas, and meeting packets; collate packets for distribution to faculty, students, and staff.
• Maintain committee and meeting notebooks as directed by the Dean; set up, maintain, and distribute faculty, staff, and student lists as appropriate.
• Ensure publication, update, and distribution of the unit Directory in collaboration with the Administrative Manager.
• Update quarterly management reports and design covers/graphics for presentations, including graphs, tables, photos, and clip art.
• Create charts and graphs from raw data for use in presentations.
• Interface with faculty, staff, and campus offices for effective operation of University College.
• Assist the team with special programs and events.
• Ensure timely and effective processing of requisitions, travel authorizations, payroll, timesheets, and transaction forms.
• Design University College brochures, flyers, and other media materials as assigned.
• Perform other related duties as assigned by the Dean.

Qualifications

• Education: Associates degree in business or a related field with 3 to 5 years of administrative experience.
• Must be able to handle sensitive and confidential information.
• Proficient use of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Publisher, and Access) with ability to produce charts and graphs from raw data.
• Demonstrated meticulous attention to detail and accurate typing/data entry skills.
• Knowledge of general office equipment (computers, fax copiers, scanners, printers, digital cameras, and phone systems).
• Strong written English grammar and punctuation; ability to transcribe minutes.
• Exceptional organizational, multi-tasking, and analytical skills; ability to set priorities among duties.
• Impeccable customer service and effective office organization.

Education

• Associates degree in business or a related field with 3 to 5 years of administrative experience.

Seniority level

• Mid-Senior level

Employment type

• Part-time

Job function

• Administrative
• Industries
• Administrative and Support Services