Administrative Assistant

Current employees, faculty or adjunct instructor at Herzing University (not a Contractor or temporary employee through a staffing agency): log into UKG and then navigate to Menu > Myself > My Company > View Opportunities to apply using the internal application process.

Hours: 7:30AM to 4:00PM

EDUCATION and/or EXPERIENCE REQUIREMENTS:

• Associate's degree, or equivalent experience. Bachelor's degree preferred.
• Works independently and takes initiative to seek additional assignments.
• Level I: Minimum of one year of experience in an administrative support role.
• Level II: Minimum of two years of experience in an administrative support role
• Level III: Minimum of three years of experience in an administrative support role.

COMPENSATION is determined based on the qualifications, experience, and circumstances of each hire. It is uncommon for new employees to start near the top of the salary range. We offer a comprehensive benefits package, including a tuition waiver and reimbursement program, health insurance, paid time off, and a retirement savings plan. The hourly pay range for this position is $17.75 to $30.96 (encompassing all 3 level ranges, applicable pay rate range dependent on level hired at).

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PRIMARY DUTIES AND RESPONSIBILITIES:

This description encompasses all administrative duties, though not all duties apply to each Administrative Assistant. Duties may vary by location and/or manager.

Administrative Duties and Responsibilities

• Serve as a resource to students, staff, faculty and management.
• Perform administrative support tasks, such as, proofreading and transcribing handwritten information for data entry or preparation of documents.
• Perform filing, record maintenance, data entry, or running reports.
• Prepare information packets for interview rooms and orientation.
• Administer various employment and/or enrollment examinations as needed.
• Operate a variety of standard office machines, including a personal computer, fax, calculator, shredder and photocopy machine. Provide maintenance for the office machines and postage meter.
• Sort and distribute incoming mail. Prepare outgoing mail and shipping of packages. May be responsible for ordering postage or packaging supplies.
• Assist various departments with follow-up correspondence, document tracking, general communication, and helps maintain distribution groups and shared calendars.
• Coordinate campus events, retreats, and/or staff meetings. May include ordering food/beverages.
• Monitor inventory levels and requisition of supplies and equipment, as needed.
• Purchase offices supplies, order business cards, and process purchase orders and invoices.
• Schedule meetings, reserve or manage reservations of conference rooms and other resources. May involve making travel arrangements.

Front Desk/Receptionist Duties and Responsibilities

• Operate multi-line switchboard: answer high volume of incoming calls, screen and forward calls, provide information and/or take messages. Relay both written and verbal messages. Route emergency calls appropriately and immediately.
• Greet guests who visit the campus, determine nature and purpose of the visit, notify appropriate staff and direct the person as appropriate.
• Communicate with students, faculty, staff and other individuals to answer questions, disseminate explanation of information, take messages and address complaints, with a positive, professional and pleasant disposition.

Other Duties and Responsibilities

• May be tasked with delegating and providing instruction of assignments to student workers or other administrative staff.
• May be assigned duties related to running the front desk or reception as part of their regular duties, or to fill in as needed for back-up coverage.
• Other duties as assigned to keep the location's operations running smoothly.

Herzing University is committed to providing a diverse environment and is dedicated to fostering a culture and atmosphere of mutual respect. It provides an inclusive and collegial community where individuals are valued, heard and empowered to contribute to the effectiveness of the institution.

Physical Requirements:

• Must be able to remain in a stationary position most of the time.
• Must be able to occasionally move around the work location.
• Must be able to communicate information and ideas so others will understand.
• Constantly operates office and/or tech equipment which may include computers, copiers, fax machines, audio/visuals.
• Frequently uses voice and hearing to communicate with students, staff or colleagues face-to-face or over the telephone.
• Visually or otherwise identify, observe and assess.
• Occasionally move, carry, or lift 10 pounds.

Applicants must be authorized to work for any employer in the U.S. We do not sponsor or take over sponsorship of an employment Visa at this time.

It is the university's practice to recruit and hire without discrimination because of skin color, gender, religion, LGBTQi2+ status, disability status, age, national origin, veteran status, or any other status protected by law. https://www.herzing.edu/about/diversity

Herzing University prohibits sex-based discrimination in any education program or activity that it operates. Individuals may report concerns or questions to the Title IX Coordinator. The notice of nondiscrimination is located at https://www.herzing.edu/title-ix.