Administrative Assistant

POSITION TYPE: Full-time

WORK LOCATION: Onsite

POSITION SUMMARY:

The primary responsibility of the Administrative Support Assistant is to provide administrative support by performing general office duties, such as meeting coordination, maintaining records management database systems, performing basic filing work, conducting research, handling information requests, preparing correspondence, and supporting the educational and operational teams. The incumbent is accountable for promoting and supporting an environment conducive to innovation, positive thinking, and growth, in alignment with the College's mission, values, guiding principles, and other institutional frameworks. Serve as the initial point of contact for prospects, students, families and visitors contacting the College via phone, email or in person. The primary responsibilities for this position are to issue friendly and welcoming greetings, determine individual's needs and provide clear and accurate direction.

RESPONSIBILITIES:

• Provide administrative support to the president and College divisions.
• Prepare incoming and outgoing communications and a wide variety of administrative documents using Microsoft Office software.
• Provide primary reception, telephone, and front-end office coverage; front-line customer service for students, guests, administration, staff, and faculty. Maintain phone extension list and contact information of all college employees, including 1099.
• Arrange new employee orientation, new hire checklist, training, and scheduling. Maintain or assist with training reports.
• Ensure confidentiality and control access to sensitive information.
• Research information as requested and relay official interpretations.
• Perform administrative duties associated with scheduling and coordinating meetings and planning events.
• Arrange services with vendors, prepare agendas, gather and organize supporting information, and oversee the production and distribution of related materials.
• Recommend report content and format to display findings effectively.
• Oversee front office operations.
• Maintain inventory of office and teacher supplies. Responsible for budgetary tracking and ordering office supplies with president's approval.
• Help maintain corporate files, instructor and client contracts, and department databases. Assist in the preparation of regularly scheduled reports.
• Develop and maintain physical and digital filing systems.
• Provide detailed reports on attendance and critical document uploads in the Student Information System (SIS).
• Assist with internal audits, including HR, student, admissions and clinical records.
• Book and maintain travel arrangements, ensure compliance with expense report policies, and review expense reports for accuracy.
• Prepare schedules, documents, and meeting materials.
• Update and make routine changes to web pages and social media platforms in conjunction with campus communications.
• Assist with spreadsheet, database, or e-mail projects as needed. Receive, sort, and distribute mail daily; track and report all incoming mail.
• Assist in textbook management and shipping.
• Maintain the college calendar of departmental meetings to avoid conflicts.
• Ensure consistent communication about events, important dates, and deadlines.
• Serve as a point of information for students and respond to their needs.
• Assist in creating a culture of positive student and client customer service experience.
• Assist the Student Services Coordinator in supervising campus programs and serving as a liaison between college administrators and student organizations.
• Perform other duties as assigned.

SKILLS:

• Proficient in the creation of, and working with, spreadsheets, databases and various software programs, and Microsoft Office Suite.
• Knowledge of office management systems and procedures.
• Excellent time management skills and ability to multi-task and prioritize work.
• Effectively prioritizes work and deals with multiple demands and tasks.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Creating and proof-reading communications.

QUALIFICATIONS:

• High school diploma or equivalent; college degree preferred.
• Proven business administration or administration assistant experience.

WORKING CONDITIONS:

• Work is normally performed in a typical interior/office work environment with light physical effort.
• Requires handling of average-weight objects up to 35 to 50 pounds or some standing or walking.
• Limited exposure to physical risk.

Pierce Mortuary Colleges (PMC) is committed to fostering diversity and inclusivity, adhering to Equal Opportunity Employment principles and prohibiting all forms of discrimination and harassment. Emphasizing merit, competence, and performance, PMC ensures fair employment practices at all levels, without regard to race, color, religion, sex, sexual orientation, gender identity or expression, familial status, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. The organization recognizes the value of a diverse workforce in enhancing the quality of its services and endeavors to provide reasonable accommodations for individuals with disabilities to perform essential job duties effectively.