Administrative Assistant - Paul College

What you'd do

• Serve as a primary point of contact for internal and external inquiries from departments, students, parents, alumni, and partner organizations; coordinate academic program details, identify and resolve problems, and provide specialized program information via phone and email.
• Create and initiate written correspondence in accordance with professional business and academic standards.
• Coordinate schedules for academic and departmental meetings, lectures, events, and conferences involving faculty, staff, industry professionals, alumni, and students; reserve space and oversee telecommunication needs; arrange and manage virtual meetings (e.g.
• Teams or equivalent platforms); participate in and record meeting proceedings as requested; prepare, format, and distribute agendas and minutes in a detailed, professional format.
• Coordinate with other PASS Team administrative staff to ensure adequate coverage across departments during vacations, sick days, and other absences.
• Collaborate with relevant campus offices (e.g. Career Services, Dean's Office) as requested.
• Maintain existing secure online file-sharing, storage, and collaboration platform for department and faculty files, shared in coordination with faculty, staff, and other offices as appropriate.
• Assist faculty with proctoring arrangements and exam scheduling, including coordinating with testing/accessibility services for students with academic accommodations; reserve rooms for makeup exams and arrange for classroom proctors as requested.
• Support faculty recruitment efforts by coordinating departmental faculty schedules for candidate interview itineraries and assisting with the organization and management of candidate visits in coordination with the Dean's Office.
• Provide a wide array of complex program support and technical and administrative assistance related to the coordination, planning, organizing, and management of department-level events, which may include symposiums, conferences, faculty presentations, competitions, open houses, admitted student days, and student club activities.
• Design, create, and produce publications and event collateral including, but not limited to: presentations, event flow documents, timelines, programs, promotional materials, brochures, flyers, posters, invitations, correspondence, print and digital signage, and website content; coordinate appropriate outreach and marketing activities as assigned.

What they want

• Associate's degree or equivalent combination of education and experience.
• Minimum of 3 years of progressively responsible administrative or office support experience.
• Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (e.g. Teams).
• Strong written and verbal communication skills.
• Demonstrated ability to manage multiple priorities, work independently, and exercise sound judgment.
• Experience handling confidential information with discretion and in compliance with applicable regulations (e.g., FERPA).
• Strong organizational skills and attention to detail.