What are the responsibilities and job description for the Administrative Assistant position at Palm Beach Atlantic University?
Job Details
Job Location: Palm Beach Atlantic University - West Palm Beach - West Palm Beach, FL
Position Type: Full Time
Education Level: Post High School Training Required
Salary Range: Undisclosed
Job Category: Admin - Clerical
Administrative Assistant
SUMMARY
In support of the university’s mission and objectives, the Administrative Assistant to the Vice Provost for Academic Affairs provides administrative support to the Vice Provost, assisting with the daily operations of the department, including but not limited to: coordinating activities/events; managing the Vice Provost’s calendar; data collection; and providing administrative support to the Office of the Vice Provost. The administrative assistant will also provide limited support for the other staff members in the Vice Provost’s office.
ESSENTIAL FUNCTIONS
- Serve as first point of contact for the Office of the Vice Provost, providing excellent customer service as the primary point of administrative contact for internal and external constituencies, and keeping a professional and connective atmosphere in the Vice Provost’s office.
- Coordinate the daily operations of the office and front desk, including calendar management, mailings, ordering office supplies.
- Maintain department budget tracking and provide reports for ongoing budget analysis.
- Collect data and create reports and presentations.
- Assist the Vice Provost with special projects.
- Provide effective written and verbal communication with students, faculty, administrators, and other constituents.
- Manage and maintain sensitive and confidential information.
- Maintain a proper professional and connective atmosphere in the Vice Provost’s office.
- Other duties as assigned.
Qualifications
- Post high school training required; Bachelor's degree preferred, or equivalent experience
- Minimum of 1 years of experience.
ESSENTIAL COMPETENCIES
- Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
- Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.
- Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey.
- Adaptable/Flexibility – Ability to change or adjust to change.
- Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye
- Confidentiality – Maintains the necessary confidentiality and discretion required for the position
- Continuous Improvement – Implement or brainstorm ways to optimize a process.
- Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences.
- Establishes Trust – Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable.
- Problem-solving – Anticipates, evaluates, diagnoses, and resolves problems in a systematic and fact-based manner.
- Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
- Self-development – Grow one’s self-awareness, abilities, skills, and/or talent.
- Technology – Strong aptitude to learn new technologies as department processes evolve.
ADDITIONAL REQUIREMENTS
- Ability to work non-routine hours during certain times of the year
- Ability to sit for prolonged periods of time
