Staff Assistant

About the Role

Organizes and implements administrative systems and procedures. Serves as the principal source of information on unit, project, or program. Gathers and maintains data for and assists in preparing reports, often using a variety of computer software. Prepares and maintains financial, personnel, administrative, and student records. Provides for smooth day-to-day flow of communications within the department. May compose, proofread, edit, and prepare correspondence, reports, and other materials using word processing, spreadsheets, and/or databases. Arranges for the use of facilities and plans meetings, conferences, and seminars. Contributes to unit goals by accomplishing clerical or administrative duties as required. Ability to work independently with minimal supervision, to handle complex and confidential information. Competency using a variety of office computer software. Requires intermediate to advanced knowledge of email calendar, word processing, and spreadsheets. Prior office experience required.
 

Job Responsibilities

• Welcome in-person visitors to the Ed Portal, answer incoming phone calls, and, as directed, respond to email messages and provide visitors access to the Ed Portal space.
• Develop a general familiarity with Ed Portal programs and connect visitors and callers with the available resources and/or programs.
• In accordance with established procedures and as directed, record relevant information and data for tracking purposes, including saving data in a designated data repository.
• As directed, create event listings that allow members of the public to register to attend an Ed Portal event or program using an existing template and following established procedures.
• Greet and check-in program participants.
• Support programs and events in accordance with event plans and as directed by supervisor. This work will include setting up and breaking down event spaces.
• Managing day-of logistics connected to the delivery of programming (acceptance of food orders, distribution of materials, responding to program participants' operational questions, etc.).

Required Technical Skills/Knowledge

• Ability to work the following hours in-person: Monday – Wednesday 9:00am – 5:00pm
• Competency in Microsoft Office applications, particularly Outlook, Word, and Excel, and Google Drive/Google apps
• Strong organization skills
• Prior experience with database systems
• Previous customer service experience (hospitality, retail, service industry)
• Ability to pass a CORI/SORI check