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Administrative Assistant

Administrative Assistant

Shepherd UniversityShepherdstown, WV, United States
19 hours ago
Job type
  • Full-time
Job description

Posting Details

Posting Information

Posting Number

S360P

Working Title

Administrative Assistant

FLSA

Non-Exempt

Pay Grade

Advertised Salary

$15.00

Position Status

Full Time

Appointment Length

12 Months

Department

TRIO Student Support Services

Job Summary / Basic Function

The Director of TRIO Programs is seeking a motivated and detail-oriented Administrative Assistant to provide comprehensive support to our team. The TRIO program is committed to fostering academic success for first-generation, low-income students, and students with disabilities. The Administrative Assistant will play a critical role in ensuring that the program operates efficiently by managing administrative tasks, assisting staff, and creating a welcoming atmosphere for students and visitors.

Please note : This is a grant-funded position. Renewal depends upon continued availability of funding, which is not guaranteed.

Minimum Qualifications

  • Knowledge and skills in the operation of computers and other standard office equipment
  • Ability to use Microsoft Office Suite and a variety of software programs including database management and scheduling software.
  • Effective oral and written skills.
  • Experience working in organizational structures like higher education.

Preferred Qualifications

  • Ability to use Blumen software.
  • Two-years or more experience in an administrative position.
  • Experience in higher education or working with a diverse group of students and staff is preferred.
  • Excellent human relations, organizational, and independent work skills.
  • Strong written communication and proofreading skills, with the ability to produce clear, concise correspondence.
  • Proficiency in Microsoft Office applications (Word, Excel, PowerPoint) and database management software.
  • A strong commitment to diversity and supporting the academic success of TRIO eligible student populations.

    • Posting Date

    11 / 05 / 2025

    Close Date

    Special Instructions Summary

    Please note : This is a grant-funded position. Renewal depends upon continued availability of funding, which is not guaranteed. Appointment to this position will be contingent upon a satisfactory background check.

    We believe in work-life balance and keeping time for things we love outside our work. Shepherd University offers generous employee benefits , including :

    o 13 paid holidays

    o 15 days annual leave (vacation) per year

    o 18 sick days per year and the flexibility to use that time to care for immediate family members

    o Wide range of health insurance and other benefits

    o 401(a) retirement savings with 6% contribution match; eligibility to continue health insurance post-retirement, and other retiree perks

    o Tuition waivers for employees and their dependents

    Job Duties

    Description of Job Duties

  • Provide direct administrative support to the TRIO programs, including scheduling appointments, handling correspondence, and assisting with expense tracking, contracts, and bulk mailings.
  • Collect and prepare participants' TRIO admissions applications for review.
  • Greet students and visitors, answer incoming calls, provide information, and resolve routine

    • administrative issues related to the program.

  • Maintain the cleanliness and professional atmosphere of the TRIO computer lab and offer assistance to students using lab equipment and supplies.
  • Assist the Director with administrative tasks such as maintaining calendars, preparing

    • correspondence, processing requisitions, and updating program databases.

  • Maintain up-to-date student records and participant files using Blumen, the program's data

    • management system, ensuring accurate tracking of student activities and appointments.

  • Coordinate travel arrangements for staff and students, including accommodations, conference registrations, and transportation.
  • Monitor and update inventory of program assets, including computers, printers, software, textbooks, and test materials.
  • Assist in planning and executing student activities, including social / cultural events, workshops, and college tours, and serve as a chaperone when needed.
  • Design and coordinate the project's newsletter at the end of the fall and spring terms, and maintain program information on the University's website and social media.
  • Handle routine program tasks such as submitting work orders and managing hospitality needs.
  • Provide supervision for volunteers, interns, and work-study students.
  • Exhibit sensitivity toward participants while maintaining confidentiality of student records and sensitive information.
  • Other duties as assigned by the Director of TRIO Programs.
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    Administrative Assistant • Shepherdstown, WV, United States

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