Administrative Assistant

High School graduation or GED
At least three years of clerical experience
Demonstrated ability to multi-task, work under pressure and meet deadlines
Ability to work efficiently with little supervision
Self-starter and self-reliant ability to work independently, as part of a team and under supervision
Demonstrated proficiency in organizing and recording data
Excellent interpersonal, verbal and written communication skills
Professional demeanor
Experience using Microsoft Office
Regular and punctual attendance
Commitment to providing excellent customer service
Relevant education and experience may be substituted as appropriate

Answer departmental front desk phone, providing constant, timely and reliable communication to the clients.
Check out departmental equipment and make sure equipment is returned.
Coordinate departmental seminar series.
Coordinate and set up IB weekly social hours, which includes cookies, coffee and tea.
Coordinate departmental teaching vehicle’s schedules.
Meet and greet all guests coming into the administrative area, providing constant, timely and reliable communication to the clients.
Process room reservations for building seminar rooms. For PAT 142-assisting users with connecting to electronic equipment in seminar room and making sure room is in order after each event.
Receive deliveries from various carriers, organizing and making sure packages are delivered in a timely manner.
Responsible for filling copiers and fax machines with paper, troubleshooting when issues arise with copiers and fax. Taking monthly copier readings and reporting them to Director of Administration.
Responsible for maintaining departmental mailroom, including updating mailboxes as needed, delivering mail to the other offices/buildings.
Run errands as needed. Other related functions as assigned.
Update departmental calendars, webpages, and media equipment.