Job Description

General Description :

The Administrative Assistant will be responsible for providing administrative support for the Languages, Arts, and Social Sciences (LASS) division of the Woodbridge campus.

This position interacts with students, faculty, and staff within the division, campus, and college and, on occasion, externally with members of the community, alumni, and other professionals.

Duties and Tasks :

• Provides primary support to the Associate Deans
• Assists walk-in students and visitors.
• Manages and supervises student work-study hires in support of the division
• Assists with accounting, office operations, adjunct faculty hiring, ordering textbooks, and student support for the division
• Assembles and maintains files on instructional-related materials
• Provides materials / reports, enrollment statistics when requested by division leadership;
• Maintain supply inventory.
• Serves as acting Office Manager in the absence of the Office Manager, and therefore is backup support for many of those functions.
• Serves as the primary point of contact for all student support needs within the division.
• Provides classroom and out-of-classroom support for the Arts Programs (Fine Arts, Photography, & Music).
• Checks and responds in a timely manner to email and phone messages
• Solicits bids / quotes and submits initial requests for purchases for the division office and on behalf of the arts programs.
• Keeps current on purchasing policy and procedures. Keeps track of student fees and workloads as needed
• Assist faculty with organizing and planning art shows, concerts, gallery operations and installations. Maintains and provides content for social media sites for the arts programs.
• Assists with the maintenance of websites for the Arts Programs at Woodbridge. Photographs or scans student projects and art works.
• Discusses future program needs with the faculty, dean, and associate dean as needed.
• Performs other duties assigned by the Office Manager, Associate Deans, or Division Dean.

Special Assignments

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

KSA's / Required Qualifications Required KSAs :

• Written and verbal communication skills.
• Excellent organizational skills.
• Ability to prioritize and multitask simultaneous projects.
• Familiarity and competency at using social media platforms
• Ability to work with minimum supervision while being responsive to guidance

Minimum Qualifications :

• Some experience in customer service
• Some experience with Computer competent in Microsoft Office and databases

Additional Considerations Additional Considerations :

• Some experience working in an office environment, particularly within higher education.
• Some experience with the use of PeopleSoft
• Some experience using state procurement system (eVA)
• Strong skills with Adobe Photoshop and PowerPoint software to produce informational literature

Operation of a State Vehicle No Supervises Employees Yes Required Travel n / a

Last updated : 2024-05-02