POSITION TITLE: Administrative Assistant

DEPARTMENT: Information & Innovation

SUPERVISOR: Director of Strategic Information & Innovation

STATUS: Full Time 

FLSA: Non-exempt (Hourly)

HOURS OF WORK: 7:30 AM – 4:00 PM 

CLASSIFICATION: Non-Essential 

LOCATION: On-campus

POSITION SUMMARY: 

The Administrative Assistant in the Information and Innovation (I&I) Department supports our drive toward technological, operational, and informational excellence. This role demands excellent technical and communication skills, attention to detail, and the ability to problem-solve effectively. Reporting directly to the Director of Strategic Information and Innovation, the Administrative Assistant will handle diverse administrative tasks, coordinate complex projects, and adapt to shifting priorities. This is a 12-month, full-time, non-exempt position.

ESSENTIAL RESPONSIBILITIES: 

• Manage a busy, multiline phone system, greet office guests, and handle all department incoming and outgoing mail and shipments.

• Prepare and manage documents, primarily using Google Workspace (Gmail, Docs, Sheets, Slides, and Drive), and Microsoft Office (as needed).

• Support the Director by managing emails and documents, assisting with budget and reconciliation reports, and coordinating tech support tickets.

• Assist in project scheduling and logistics, including capital projects, hiring processes, and system updates.

• Organize and schedule meetings in-office, off-site, and via videoconference (e.g. Zoom) using Google Calendar.

• Organize and maintain the department’s digital filing system and documentation, including I&I policies, procedures, internal databases, and resource materials.

• Collaborate across departments to ensure smooth operations and resolve technical issues.

• Participate in creative problem-solving with the I&I team.

• Manage inventory of office supplies and organize food deliveries for meetings.

• Support the team in maintaining a clean and organized office environment.

• Undertake additional tasks as assigned by the Director.

QUALIFICATIONS: 

• Demonstrated administrative experience, ideally in an IT or technology-related field.

• Exceptional interpersonal communication skills to effectively engage with colleagues, students, parents, and vendors in various mediums (in-person, written, verbal, etc.).

• High proficiency in Google Workspace and Microsoft Office, especially spreadsheets.

• Strong project management abilities, organizational skills, and attention to detail.

• Capable of prioritizing tasks effectively in a dynamic, educational environment.

• Familiarity with MacOS; Windows OS knowledge beneficial but not essential.

• Able to work both independently and as part of a team.