Administrative Assistant Support Job Description
Administrative Assistant Support Duties & Responsibilities
To write an effective administrative assistant support job description, begin by listing detailed duties, responsibilities and expectations. We have included administrative assistant support job description templates that you can modify and use.
Sample responsibilities for this position include:
Administrative Assistant Support Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Administrative Assistant Support
List any licenses or certifications required by the position: CPR, EPA, PLMS, AED, CSCS, NSCA, DEA, ATLS, ACE, FERPA
Education for Administrative Assistant Support
Typically a job would require a certain level of education.
Employers hiring for the administrative assistant support job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Collage Degree in Education, Department of Education, Graduate, Technical, Business, Communication, Associates, Business/Administration, Management, Faculty
Skills for Administrative Assistant Support
Desired skills for administrative assistant support include:
Desired experience for administrative assistant support includes:
Administrative Assistant Support Examples
Administrative Assistant Support Job Description
- Ensure all documentation is prepared for meetings including preparation of slidepacks
- Co-ordination of compliance reports and breaches/incidents as required by local and regional management
- Ensure Aus/NZ breaches & incidents are maintained in local Aust/NZ sharepoint register
- Arranging travel bookings and itineraries for Compliance team
- Reconciliation of AMEX accounts, expense reimbursements in Concur and invoices in dbBuyer including processing payments for section 672 tracing notices
- Assist new starters and the team with admin tasks
- Administration in relation to desk moves and building related requests
- Ordering stationery, equipment and IT assets for the team as required
- Tracking and general maintenance of APAC compliance polices on the DB policy portal and Compliance intranet page
- Maintain files including Worldox (document management system) and archiving of files as required
- Check Background Questionnaires received from HR and flag any issues to Markets compliance
- Send notifications re companies that are in liquidation/receivership to ensure they are not DB account holders
- Co-ordination and lodgement of Annual ‘FOS’ levies and NZ ‘FSP’ Levies
- BCM Co-ordinator for Compliance
- Other administration duties as required by Compliance
- Demonstrate a flair for fast understanding of databases and online administrative systems
Administrative Assistant Support Job Description
- Provide administrative and clerical support for the set up and running of the personal tutoring system within MEDIC
- Update Virtual Learning Environments such as Learning Central
- Update student / tutor records via the Student Information Management System (SIMS)
- To maintain records and databases
- Prepare correspondence and training materials / handbooks
- Respond to queries regarding personal tutoring from students and academics
- Monitor compliance of staff and students with the personal tutoring system requirements
- Manage reallocations of students to personal tutors as required
- Generate data reports to determine the functionality of the systems in place
- To ensure that databases and client files are up to date and secure
- Ability to develop, maintain and adhere to action items, responsibilities, goals and initiatives self-imposed or assigned
- Flexibility in schedule to work overtime when needed and to accommodate occasional after hours business activities
- Ability to provide consistently accurate service with acute attention to detail
- Ability to multitask and manage multiple events, meetings or projects in a fast-paced environment for a variety of client representatives
- Dependability and maturity strongly required with the ability to accommodate change when needed
- To support the work of the C21 Programme team, to contribute to team meetings, develop good practice within the team and assist colleagues in their work
Administrative Assistant Support Job Description
- Update onlinecampus@lists and bbsupport@lists member membership request
- Answer the phone and direct calls to info page or appropriate number
- Monitor dates and collect Online Campus news for an AA newsletter blasts
- Update online news source subscriptions
- Upload YouTube video files and captioning
- Responsible for coordinating arrangements for all departmental meetings and events
- Proof and edit department correspondence, websites, and flyers
- Represent the department through attendance at campus events, membership in campus organizations, and involvement in event planning committees
- Answering phones for the floor you are supporting
- Updating checklist of staff each day (PTO, meetings, travel)
- Familiarity with Oracle Systems Oblong Interface is a plus
- Excellent administrative, organizational and professional communication skills (verbal and written)
- Demonstrated professional interpersonal skills – high level of motivation, integrity, self-confidence and ability to take initiative
- Extreme attention to detail, follow up, highly organized
- Collaborative team player with proactive approach
- Ability to ensure security of confidential information – discretion and confidentiality required
Administrative Assistant Support Job Description
- Submits maintenance work orders, room reservations for faculty, and IT service tickets
- Maintains PHAP Blackboard group regarding faculty, student staff info, and announcements
- Ensures confidentiality in all processing and transmission of forms
- Work with corporate Facilities and outside vendors to request service calls for copiers, printers, other office equipment and general building issues
- Be the point of contact between management and company employees/clients and manage information flow
- Manage executives daily schedule (set up meetings, travel, speaking engagements)
- Oversee the performance of other clerical and administrative staff
- Act as an office manager by keeping up with office supply inventory
- Format information for internal and external communication - memos, emails, presentations, reports
- Screen and direct phone calls and distribute correspondence
- Ability to understand standard office procedures, operate standard office equipment, and learn office technology systems
- At least two years of college experience or degree
- Knowledge of university infrastructure, policies and procedures
- Any additional Foreign Language is a plus (Italian, German…)
- Engage and escalate issue if needed around maintenance, copiers and misc
- Ability to help the staff in making mailing labels, shipping requisitions, transmittals, expense reports, travel
Administrative Assistant Support Job Description
- Maintain resale certificate records
- Maintain all customer files
- Ability to audit the accuracy of purchase orders, vendor invoices and vendor statements
- Process invoices under both purchase order module and accounts payable module
- Ability code expenses accurately
- Ensure all discounts and due dates are properly administered
- Process a weekly check run
- Route checks to Controller for audit and signature process
- Reconcile / research vendor amounts
- Ability to resolve discrepancies working in a courteous and professional manner with external and internal customers
- Ability to independently implement routine office procedures and apply policies and procedures according to available guidelines
- Knowledge of Health Professional Schools application procedure
- Knowledge of Virtual faculty evaluations, AMCAS, AACOMAS, AADAS, OPTOMCAS, PHARMCAS, and VMCAS
- Position requires a HS diploma and a minimum of 10 years of experience as an executive assistant and must possess the ability to handle senior level executive planning
- Candidate must be highly skilled in office management, requisition management and possess excellent analytical skills
- Must have a proven ability to manage and coordinate activities between department heads