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Administrative Assistant

Posted: March 26, 2015 

Office of Student Leadership & Engagement

The Administrative Assistant is responsible for welcoming and helping students who need assistance with class schedules, residence life, intramurals, student activities, visa and other questions handled by the Office of Student Leadership & Engagement  The assistant provides administrative support for the Student Leadership & Engagement Office, and reports to the Dean of Students.  This position requires a friendly attitude, the ability to work well in a team environment, and exceptional interpersonal and organizational skills.

DUTIES AND RESPONSIBILITIES

  • Answering phones, greeting visitors, and acting as receptionist and triage specialist for the Student Leadership & Engagement Office;
  • Becoming familiar with the UC Student Expectations and International Student Handbook, and answering student questions related to them;
  • Reviewing and tracking housing applications and cancellations, health insurance and immunization records;
  • Planning and creating educational or marketing displays;
  • Participation in training related to job duties, including international student visas;
  • Paying invoices, securing purchase orders, and reconciling expenses with department budgets;
  • Monitoring inventories and ordering supplies;
  • Maintaining accurate, organized, up-to-date files; 
  • Cleaning and organizing offices, storage closets, and resource rooms as needed;
  • Maintaining calendars and scheduling appointments;
  • Working alone or with students or other staff members to prepare packets and mailings to new and returning students; and
  • Other duties as assigned.  

QUALIFICATIONS 

  • High school diploma or GED with 3 to 5 years of experience directly related to the duties and responsibilities specified
  • College degree preferred.  

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

  • Friendly, outgoing and welcoming personality;
  • Customer service orientation;
  • Proficiency with Microsoft Office, including Word, Excel,  and PowerPoint;
  • Willingness to learn new concepts and skills;
  • Experience in administrative support or office management;
  • Attention to detail, good organizational skills, and the ability to multi-task in a busy office environment;
  • Ability to communicate effectively, both orally and in writing.  

WORKING CONDITIONS

  • General office environment, business/business casual dress policy
  • Office hours 8:30-5:00 Monday through Friday (37.5 hours per week) with occasional evenings and weekends
  • Work is normally performed in a typical interior/office work environment.
  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.

To apply, please send a cover letter and resume to:

University of Charleston
Mordecai Brownlee, Dean of Students
2300 MacCorkle Ave. S.E.
Charleston, WV 25304
mordecaibrownlee@ucwv.edu 

The University of Charleston is an Equal Opportunity Employer.