Administrative Assistant, Office of Social Justice

Description:

Philander Smith College is seeking an Administrative Assistant to be responsible for the varied and complex clerical and administrative work assignments involving the use of judgment and discretion in support of the Office of Social Justice. The successful candidate must have the ability to routinely and independently exercise sound judgment in making decisions regarding workload, where direction and/or precedents may not be available. (These decisions may include the scheduling and usage of the Director’s time, determining approaches to complex issues, and familiarity with utilizing available resources to complete work.)

ESSENTIAL DUTIES AND RESPONSIBILITIES:
• Review, update and edit all documents and information issued by the Director prior to distribution.
• Create presentations and coordinate meetings.
• Conduct research as needed to provide detailed information for special projects, databases, and annual reports.
• Manage the daily schedule of the Director, keeping appointments and meetings on time or changing schedules when necessary.
• Monitor and follow the progress of open action items, attend meetings, draft agendas, set the timetables, prepare/produce final drafts, and produce accurate meeting minutes of each meeting.
• Work closely with all departments to ensure all projects are up to date and relevant reports are complete and organized.
• Handle any overflow projects or work assignments for position, as requested.

KNOWLEDGE, SKILLS, AND ABILITIES:
• Must be comfortable in reporting to senior leadership for an organization.
• Strong interpersonal and customer service skills with the ability to work collaboratively as a team member and cultivate positive working relationships with individuals at all levels of the organization.
• Must be resourceful and be able to work independently on projects.
• Excellent communication skills and ability to present verbal information clearly.



KNOWLEDGE, SKILLS, AND ABILITIES (CONT’D):
• Ability to compose written information in a clear, well-structured and grammatically correct manner.
• Must possess superior time management skills.
• Superb interpersonal skills in relationship-building and diplomacy for both the internal (campus) and external (community) groups.
• Must have acute attention to detail and demonstrated effectiveness in managing multiple work assignments simultaneously, with accuracy and often under strict deadlines.
• Strong computer literacy required including knowledge and application of Microsoft Word, Excel, Outlook, and PowerPoint.

COMPETENCIES:
• “Prioritizing” - manage contacts for the Director, proactively understanding who they are, along with tracking and responding.
• “Independent Judgment” - keep the Director informed of all matters that require his attention, including matters that require urgent decisions with minimum redundancy of effort and discussion.
• “Scheduling” - to proactively manage the Director’s travel arrangements and coordinate the pre-planning of trips, including arranging appropriate travel requirements, agendas, contacts, events, marketing materials, presentations and other necessary preparations (will also make all related arrangements and processing tracking related expense reimbursements).
• “Gatekeeper” - assist with the Director’s workload and proactively following up with contacts and meeting agenda follow up items.
• “Professionalism” - demonstrate a level of maturity and tact in handling highly sensitive and/or confidential information.

PERSONAL QUALITIES:
• Must have a strong work ethic and be extremely reliable.
• Knowledgeable about social justice issues.
• A cheery disposition and ability to effectively handle stress.
• Loyal with high integrity and a demonstrated record of a strong work ethic.

QUALIFICATIONS:
A minimum of a Bachelor’s degree in business, accounting, communications or related fields and two-to-five years of work experience in an office setting in an administrative support role.

Apply For This Job >

Search for a job by