Administrative Assistant for the Department of Instructional Leadership and Support/ College of Education Receptionist

Reception & Office Administration

• Serve as the primary receptionist and first point of contact for the College of Education by greeting and assisting students, faculty, staff, and visitors in a professional and courteous manner.
• Answer, screen, and direct incoming telephone calls, emails, and walk-in inquiries.
• Maintain the reception area and ensure a welcoming and professional office environment.
• Receive, sort, and distribute incoming mail and packages, and coordinate outgoing mail.
• Maintain office supplies and equipment, and coordinate purchasing requests as needed for the Department of Instructional Leadership and Support.
• Schedule conference rooms and assist with meeting logistics.

Administrative Support

• Provide administrative support to the department chair, faculty, and staff within the Department of Instructional Leadership and Support.
• Prepare, proofread, and distribute correspondence, reports, presentations, and other official documents.
• Assist with scheduling meetings, maintaining calendars, and coordinating appointments.
• Maintain departmental records, files, and electronic databases in accordance with university policies.
• Assist with processing travel requests, purchase requisitions, reimbursements, and other administrative paperwork.
• Coordinate office communications and maintain accurate contact information for faculty, staff, and external stakeholders.
• Provide on-site administrative support during college-sponsored events as needed.

Student & Faculty Support

• Assist current and prospective students by providing information regarding college procedures, directing inquiries to appropriate personnel, and assisting with general administrative processes.
• Support faculty with course-related administrative needs, classroom scheduling, and instructional materials as requested.
• Assist with onboarding activities for new faculty and staff.
• Maintain confidentiality when handling student records and personnel information.
• Coordinate event logistics, including room reservations, technology requests, catering, materials preparation, and event setup.

Data Management & Reporting

• Maintain accurate records and databases for the Department of Instructional Leadership and Support.
• Assist with collecting and organizing information for reports, assessments, accreditation activities, and other institutional initiatives.
• Compile data and prepare routine reports as requested.
• Maintain electronic and physical filing systems to ensure accessibility and compliance with university policies.
• Assist with special projects and initiatives as assigned.
• Monitor office operations to ensure efficiency and identify opportunities for process improvement.
• Perform other duties as assigned in support of the College of Education.

Qualifications

Required Qualifications

• Bachelor’s degree
• Minimum of two (2) years of professional administrative experience, preferably in a higher education environment.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational, time management, and customer service skills.
• Demonstrated proficiency with Microsoft Office Suite and other office technology.
• Ability to manage multiple priorities while meeting deadlines with minimal supervision.
• Ability to maintain confidentiality and exercise sound professional judgment.

Preferred Qualifications

• Experience working in a college or university setting.
• Experience providing receptionist or front office administrative support.
• Experience coordinating meetings, events, or academic activities.
• Experience using university administrative systems, learning management systems, and document management software.
• Familiarity with academic policies, procedures, and student services within higher education.

Skills & Abilities

• Excellent organizational, prioritization, and multitasking skills.
• Strong attention to detail and commitment to accuracy.
• Exceptional customer service and interpersonal skills.
• Professional demeanor and ability to interact effectively with students, faculty, staff, and external constituents.
• Strong computer skills, including Microsoft Office Suite, Google Workspace, and office management software.
• Ability to prepare professional correspondence, reports, publications, and forms.
• Ability to work independently while also functioning effectively as part of a collaborative team.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to adapt to changing priorities and work effectively in a fast-paced environment.
• Demonstrated commitment to providing high-quality administrative support and fostering a welcoming environment for all College of Education constituents.

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