Administrative Assistant

Administrative Assistant

Job Summary:

The Administrative Assistant is responsible for providing administrative support by coordinating activities, supporting programs and facilitating department objectives.

Duties & Essential Job Functions:

1. Produces information by developing, transcribing, formatting, inputting, editing, retrieving, copying, filing, and transmitting text, data, and graphics.
2. Organizes work by reading, routing and answering correspondence; collecting, maintaining and prioritizing information; managing department procedures and telecommunications; updating records and inventory; assigning and monitoring student workers.
3. Maintains department schedules by keeping calendars for department personnel; arranging meetings, classes, conferences, teleconferences, and travel when needed.
4. Maintains and organizes the digital, subscription-based schedule for in-person and Zoom writing consultations and online submissions.
5. Prioritizes and routes online writing submissions to professional and peer writing consultants.
6. Trains professional staff and peer writing consultants in office-related processes and procedures.
7. Organizes department events by securing speakers, making guest travel arrangements, choosing menus or purchasing food, reserving facilities, ordering decorations, preparing agendas and programs, taking minutes.
8. Manages public relations by greeting customers, constituents and colleagues, in person, via email, and on the telephone; answering or referring inquiries; providing information and assistance regarding department functions.
9. Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
10. Monitors expenses by gathering and reporting budget information; facilitating and monitoring invoices and purchase orders; scheduling and reconciling expenditures.
11. Facilitates department projects by creating and documenting the process to implement projects; monitoring project progress; coordinating activities; communicating with vendors; resolving problems; making recommendations for management approval.
12. Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques, making recommendations for changes.
13. Performs other related duties as assigned.

Required Education & Experience:

• High School Diploma, GED or equivalent.
• 1 year of basic office experience

Preferred Education & Experience:

• Bachelor’s Degree.
• 2 years of basic office experience in administrative support work in higher education and database management

Required Licensure/Certification/Specialized Training:

• None

Preferred Licensure, Certification, and/or Specialized Training:

• Microsoft Excel and Access Certification

Knowledge, Skills & Abilities:

• Knowledge of customer service techniques.
• Knowledge of basic research techniques.
• Knowledge of basic accounting practices.
• Knowledge of basic database management.
• Skill in the use of Microsoft Office, including Word, Excel, and Access.
• Skill in problem solving and communicating resolutions.
• Ability to communicate clearly both orally and in writing.
• Ability to draft grammatically correct correspondence.
• Ability to evaluate and make recommendations to improve operations.

TCU Core Competencies:

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations):

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on campus, in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.

Employment Values Statement:

Texas Christian University values Integrity, Engagement, Community, and Excellence in the workplace. TCU treats applicants and employees with fairness and respect. TCU hires and promotes individuals based on their qualifications and their commitment to making a positive impact on our student-centered community. TCU is an equal opportunity employer and follows all applicable employment laws. TCU fairly considers all qualified individuals, ensuring we are a workplace free from unlawful discrimination and harassment.