Administrative Assistant

Administrative Assistant - School for Social Work Job Description Essential Functions Office Management (45%): Maintain Office Supplies: Monitor and replenish office supplies as needed. Manage inventory and handle reordering. Office Equipment: Ensure proper functioning of office equipment such as printers, copiers, and any student loaner laptops. Arrange for repairs and maintenance as required. Workspace Organization: Keep the office environment clean and organized. Manage electronic filing systems and ensure documents are correctly stored and organized Phone Management: Answer and screen phone calls. Take messages and forward them to the appropriate person. Email Correspondence: Manage and respond to emails. Draft and proofread professional correspondence. Visitor Reception: Greet and assist staff, students, and faculty. Ensure they are directed to the appropriate person, department. or meeting room. Calendar Management: Schedule and manage appointments, meetings, and events for team members and practicum faculty including PFAs and Seminar instructors. Ensure all participants are informed and updated. Meeting Coordination: Organize meeting logistics, including room reservations, audio/visual equipment setup, and Zoom rooms. Issue Resolution: Address and resolve administrative issues or concerns. Proactively seek solutions to improve office efficiency. Process Improvement: Suggest and implement improvements to administrative processes and workflows. Maintain Tracking Mechanisms to track PFA responsibilities, student assignments, student and faculty attendance at required meetings, faculty compliance with required tasks and training. Data Entry: Enter and update information into databases and management systems. Ensure data accuracy and confidentiality as required by FRPA. Document Preparation: Create, format, and proofread reports, presentations, and other documents. Prepare and distribute meeting agendas and minutes. Filing and Record Keeping: Maintain and organize physical and electronic files. Ensure documents are securely stored and easily retrievable. Confidential Information: Handle sensitive information with discretion. Ensure compliance with confidentiality agreements and data protection regulations. Security Protocols: Adhere to office security protocols and ensure that confidential documents are properly disposed of.