Administrative Assistant

About the Department

Position Duties

• Manages the day-to-day administrative and front-office operations of the Career Center, ensuring a professional, organized, and welcoming environment for students, employers, faculty, staff, and visitors. Receives and responds to telephone calls, emails, and general inquiries and directs individuals to the appropriate staff member, service, or resource. Provides administrative support to the Director and Career Center staff, including preparing correspondence, reports, requisitions, budgets, work orders, travel requests, expense vouchers, and other departmental documents. Assists with supervising Work-Study students, including coordinating schedules, monitoring assignments, and maintaining accurate time sheets. Maintains organized electronic and physical office files, records, databases, and departmental documentation. Maintains student participation and usage records for Career Center programs, platforms, and services, including the Discover Program and e-recruiting systems. Assist students with registration, navigation, and use of Career Center online platforms, including e-recruiting and career exploration resources. Prepares, submits, tracks, and reconciles office requisitions, purchases, invoices, and expenditures against departmental budget accounts. Orders and maintains office supplies and monitors the inventory of office furniture, technology, and equipment. Processes incoming and outgoing mail and coordinates the distribution of departmental correspondence and materials. Records minutes during staff meetings and prepares and distributes meeting minutes and related follow-up materials. Processes space and facility requests for employer information sessions, workshops, interviews, and other Career Center activities. Coordinates and maintains office calendars, appointments, meetings, and room reservations as assigned. Provides administrative and logistical support for career fairs, Graduate and Professional School Day, employer information sessions, workshops, seminars, and other Career Center programs. Assists with the preparation and distribution of employer and student materials, including profile booklets, program materials, flyers, announcements, and promotional communications. Supports employer engagement activities by assisting business and industry representatives with scheduling, campus visits, information sessions, and Career Center resources. Oversee the Career Center Computer Lab and assists students with accessing available technology and career-related resources. Attends evening and weekend programs, seminars, workshops, career fairs, and special events as required. Represents the Career Center at selected meetings in the absence of the Director or as assigned. Serves on selected Student Affairs and University committees as assigned. Performs other administrative and programmatic duties as assigned to support the mission and operations of the Career Center.
• Manages the day-to-day administrative and front-office operations of the Career Center, ensuring a professional, organized, and welcoming environment for students, employers, faculty, staff, and visitors.
• Receives and responds to telephone calls, emails, and general inquiries and directs individuals to the appropriate staff member, service, or resource.
• Provides administrative support to the Director and Career Center staff, including preparing correspondence, reports, requisitions, budgets, work orders, travel requests, expense vouchers, and other departmental documents.
• Assists with supervising Work-Study students, including coordinating schedules, monitoring assignments, and maintaining accurate time sheets.
• Maintains organized electronic and physical office files, records, databases, and departmental documentation.
• Maintains student participation and usage records for Career Center programs, platforms, and services, including the Discover Program and e-recruiting systems.
• Assist students with registration, navigation, and use of Career Center online platforms, including e-recruiting and career exploration resources.
• Prepares, submits, tracks, and reconciles office requisitions, purchases, invoices, and expenditures against departmental budget accounts.
• Orders and maintains office supplies and monitors the inventory of office furniture, technology, and equipment.
• Processes incoming and outgoing mail and coordinates the distribution of departmental correspondence and materials.
• Records minutes during staff meetings and prepares and distributes meeting minutes and related follow-up materials.
• Processes space and facility requests for employer information sessions, workshops, interviews, and other Career Center activities.
• Coordinates and maintains office calendars, appointments, meetings, and room reservations as assigned.
• Provides administrative and logistical support for career fairs, Graduate and Professional School Day, employer information sessions, workshops, seminars, and other Career Center programs.
• Assists with the preparation and distribution of employer and student materials, including profile booklets, program materials, flyers, announcements, and promotional communications.
• Supports employer engagement activities by assisting business and industry representatives with scheduling, campus visits, information sessions, and Career Center resources.
• Oversee the Career Center Computer Lab and assists students with accessing available technology and career-related resources.
• Attends evening and weekend programs, seminars, workshops, career fairs, and special events as required.
• Represents the Career Center at selected meetings in the absence of the Director or as assigned.
• Serves on selected Student Affairs and University committees as assigned.
• Performs other administrative and programmatic duties as assigned to support the mission and operations of the Career Center.

Minimum Qualifications

• The Administrative Assistant must possess strong computer and technology skills and have a minimum of two years of experience in student services, higher education, or a related professional environment. The successful candidate will demonstrate excellent written and verbal communication skills, professionalism, maturity, sound judgment, and a strong work ethic. The position requires exceptional interpersonal and organizational skills, attention to detail, and the ability to manage multiple priorities effectively. Candidates must also demonstrate the ability to communicate and interact professionally with a diverse range of constituents, including students, faculty, administrators, employers, and business and industry representatives.

Other Qualifications

• Technical Skills: Proficiency in Microsoft Office Suite, including Word, Outlook, PowerPoint, and Excel. Experience with or the ability to quickly learn and effectively navigate the Banner system, as well as other university-specific databases, administrative platforms, and purchasing systems. Core Competencies: Exceptional customer service skills with strong written and verbal communication abilities. Demonstrated organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Must maintain a friendly, professional, and service-oriented demeanor while interacting with students, faculty, staff, administrators, employers, and external partners. The successful candidate must be adaptable and able to transition seamlessly between tasks, priorities, and responsibilities while maintaining accuracy, efficiency, and professionalism.

Technical Skills

• Proficiency in Microsoft Office Suite, including Word, Outlook, PowerPoint, and Excel. Experience with or the ability to quickly learn and effectively navigate the Banner system, as well as other university-specific databases, administrative platforms, and purchasing systems.
• Core Competencies: Exceptional customer service skills with strong written and verbal communication abilities. Demonstrated organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Must maintain a friendly, professional, and service-oriented demeanor while interacting with students, faculty, staff, administrators, employers, and external partners. The successful candidate must be adaptable and able to transition seamlessly between tasks, priorities, and responsibilities while maintaining accuracy, efficiency, and professionalism.

Benefits

• We offer a complete benefits package to full-time employees and part-time employees who regularly work 20 hours or more per week including health care, dental, vision, retirement, life insurance, short-term disability, long-term disability, legal insurance, accident, critical illness, hospitalization, tuition remission, holidays, vacation, and sick leave. To learn more details, visit our website: https://home.hamptonu.edu/hr/benefits/ .