Spiritual Life- Administrative Assistant

Primary Responsibilities /Accountabilities/ Essential Functions:

• Responsible for maintaining the front office and reception area duties, including greeting, and directing visitors, answering, and directing phone calls, and processing submitted paperwork.

• Maintain and distribute contents of various in-boxes to the appropriate employee for processing

• Answer questions about organization and provides callers with address, directions, and other information.

• Welcome on-site visitors, determine nature of business, and announce visitors to appropriate personnel.

• Responsible for managing the maintenance of office equipment including fax machines, printers, and copiers, assists users, sends faxes, retrieves, and routes incoming faxes, and maintains copier cards.

• Responsible for maintaining sufficient office supplies.

• Perform clerical duties as needed, such as filing, photocopying, and collating.

• Other duties as assigned.

Equipment Used and Responsibility

• MS Office Suite proficiency.

• Ability to communicate succinctly and clearly, both verbally and in writing.

Supervisory Responsibilities

None.

Experience/ Education

• High School diploma or GED equivalent required;

• Bachelor’s degree preferred.

• 1 - 3 years’ experience in a business setting

• Must successfully pass a background check.

PHYSICAL DEMANDS/ENVIRONMENT:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions.

The following physical demands are estimated by the amount of time spent.  Usually, the amount of time spent will be estimated on a daily basis, but depending on the position could be estimated on a weekly basis or a monthly basis.

Constantly:  60%+ or 5-8 hrs/shift                     Occasionally:  10%-25% or 1-2 hrs/shift

Frequently:  25%-60% or 4-5 hrs/shift             Rarely:  <10% or less than 2 hrs/shift

• Work can be characterized as more than 50% sedentary in an office call center environment.

• Work can be characterized as constantly on phone with students.

• Work requires counselor to interact on frequent basis with other graduation team members, office of academic records and management daily.

• Work requires reliable, consistent attendance to handle student/lead database.

• Constantly requires the ability to communicate in order to persuade or influence; to relay complex instructions and information, advice and guidance which may be accomplished through electronic means such as a telephone, video conferencing, web meeting, or face-to-face. 

• Work frequently requires the ability to use a personal computer and/or similar machine and related software which includes using a QWERTY keyboard requiring  use of hands, fingers, forearms, shoulders and neck.

• Work frequently requires the ability to view, interpret, compare and assess information presented on a computer monitor or similar display.

• Work rarely requires lifting and carrying up to 30 pounds.

• Frequently involves active listening in order to assess and understand and decode information from customers, prospects and staff in order to act quickly.

• Frequently involves reading documents or material distributed and received by electronic means, via text or IM.

• Constantly requires mental acuity and critical thinking for planning, organizing, assessing information; multi-tasking; use judgment; formulate recommendations; and problem solving.

• On a daily basis, uses mental agility and acuity to interpret and analyze data and draw inferences and conclusions; and cognitive ability to assess situations to determine the best possible course of action and the type and amount of chemicals to use; problem solving; and to address students’, contacts’ or staff’s issues, concerns, schedules, disputes, customer problems, and the like.