Administrative Assistant School of Aquaculture chez Kentucky State University

TITLE: Administrative Assistant

DEPARTMENT: School of Aquaculture and Aquatic Sciences

REPORTS TO: Chair, School of Aquaculture

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

LOCATION: On-Site-Main Campus

EMPLOYMENT STATUS: Full-Time 

EMPLOYMENT CLASSIFICATION: Non-Exempt

JOB SUMMARY: 

Under direct supervision of the Associate Dean, the Administrative Assistant provides office support and administrative services for the School of Aquaculture and Aquatic Sciences, including tasks that may involve confidential information. This role ensures the efficient operation of the office and facilitates communication and coordination within the department and with external stakeholders. The Administrative Assistant manages daily office activities, correspondence, scheduling, and project coordination.

ESSENTIAL JOB FUNCTIONS:

• Office Management: Coordinate and manage office activities to ensure efficiency and compliance with university policies. Maintain supplies and equipment, monitor inventory, and ensure equipment functionality.
• Administrative Support: Prepare documents, manage calendars, handle correspondence, and maintain records. Create and process requisitions, travel arrangements, budget transfers, and check requests for staff, faculty, guests, and students. Assist with data entry, reporting, and presentation preparation.
• Communication: Serve as a primary point of contact for internal and external stakeholders. Respond to inquiries via phone, email, and mail. Schedule and coordinate meetings, appointments, and travel. Prepare and distribute memos, newsletters, and other communications.
• Project Coordination: Support projects by tracking progress, coordinating resources, and managing timelines. Assist with planning and execution of events, workshops, and departmental activities.
• Financial Administration: Monitor and support budgetary functions. Process invoices, expense reports, and financial documentation accurately and in a timely manner.
• Customer Service: Greet and assist visitors, ensuring a welcoming and professional environment. Address inquiries and resolve issues with professionalism, escalating when necessary.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Organizational Skills: Exceptional ability to manage multiple tasks and prioritize workload effectively.
• Communication Skills: Strong verbal and written communication skills, with the ability to convey information clearly and professionally.
• Technical Proficiency: Proficiency in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment.
• Attention to Detail: High level of accuracy and attention to detail in managing documents and information.
• Problem-Solving: Ability to anticipate needs and solve problems proactively.
• Interpersonal Skills: Strong interpersonal skills, with the ability to work well with a diverse team and interact positively with all levels of staff and external contacts.
• Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality.

SUPERVISORY RESPONSIBILITY: 

 OTHER DUTIES: 

QUALIFICATIONS:

• Education: High school diploma or equivalent required.
• Experience: Minimum of 2 years of experience in an administrative or office support role.
• Skills: Proficiency in office software and equipment, strong organizational and communication skills.

Preferred Qualifications

• Education: Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field.
• Experience: Prior experience in a similar role within higher education.
• Skills: Advanced skills in using Microsoft Office Suite and familiarity with project management software (e.g., Asana, Trello)

Licensing and Certifications: NA

WORKING CONDITIONS:

Environment: Primarily office-based with a standard work schedule. Occasional overtime may be required for deadlines or events.

Physical Requirements: Must be able to sit for extended periods, operate office equipment, and occasionally lift up to 25 pounds. Position may require walking, standing, and bending.

Travel: Minimal travel required, primarily for local meetings or events.

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa

Internal candidates are encouraged to apply.

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.