Administrative Assistant, Bobcat Academic Achievement Center (BAAC)

Position Type: Full Time

St. Thomas University – Bobcat Academic Achievement Center

Position Summary:

The Administrative Assistant provides comprehensive administrative and operational support for university-wide academic advising in The Bobcat Academic Achievement Center. Serving as the primary point of contact for students, faculty, staff, and visitors, this position ensures efficient office operations while delivering exceptional customer service. The Administrative Assistant manages front office functions, coordinates student appointments and schedules, maintains confidential records, supports advising initiatives, and assists with special projects and events that contribute to student success and retention.

Essential Duties and Responsibilities:
Student Services

• Serve as the first point of contact for students, parents, faculty, and campus partners by providing accurate information and directing inquiries appropriately.
• Welcome students and visitors in a professional, inclusive, and customer-focused manner.
• Schedule advising appointments.
• Assist students with navigating advising resources, forms, and university processes.
• Monitor advising center communications, including email, telephone, and online inquiries, ensuring timely responses and appropriate follow-up.
• Maintain confidentiality of student information in accordance with FERPA and university policies.

Administrative Support

• Provide administrative support to the Center’s staff.
• Manage calendars, meeting schedules, conference room reservations, and departmental events.
• Prepare correspondence, reports, presentations, agendas, and meeting minutes.
• Process purchase requests, invoices, travel arrangements, and other administrative transactions in accordance with university procedures.
• Order and maintain office supplies and coordinate equipment maintenance.
• Assist in planning and coordinating programs, registration events, advising workshops, and student success initiatives.
• Prepare event materials, signage, communications, and participant resources.
• Other duties as assigned.

Qualifications

Minimum Qualifications

• Associate’s degree in business administration, office administration, or a related field; bachelor’s degree preferred.
• Two years of responsible administrative support or customer service experience, preferably in higher education.
• Demonstrated proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and standard office technology.
• Experience scheduling appointments and maintaining calendars.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to prioritize multiple responsibilities in a fast-paced environment.
• Demonstrated attention to detail and accuracy.
• Ability to exercise sound judgment and maintain confidentiality.
• Commitment to providing outstanding customer service and working effectively with individuals from diverse backgrounds.

Preferred Qualifications

• Experience working in higher education, academic advising, or student services.
• Knowledge of FERPA regulations and university administrative processes.
• Strong interpersonal and relationship-building skills.
• Ability to communicate effectively with students, faculty, staff, and external constituents.
• Strong technology skills and the ability to learn new software applications.

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