The primary purpose of the position is to provide administrative and secretarial support within the Center for Community Service Initiatives (CCSI). The Administrative Assistant plays an important role in ensuring that CCSI systems and procedures facilitate efficient and effective services to students, faculty, staff, and administrators throughout the University. Additionally, the Administrative Assistant helps to maintain communication between the CCSI and its community partners.<br><strong>Provide administrative and clerical support for the Department including:</strong><br><ul> <li>Serving as receptionist and office manager</li> <li>Answering the phones, routing calls, and arranging callbacks</li> <li>Sorting and distributing mail</li> <li>Handling routine correspondence and departmental e-mail</li> <li>Creating and maintaining electronic and paper files</li> <li>Making travel arrangements for staff, faculty, and students and processing related paperwork</li> <li>Distributing reports, newsletters, and other publications</li></ul><strong>Coordinate calendar and arrangements for CCSI events by</strong>:<br><ul> <li>Securing space and managing set up in collaboration with other units (especially Conference and Event Services, Information Technology, and Facilities Management)</li> <li>Handling registration, catering, and accommodation arrangements</li> <li>Posting bulletins and flyers</li> <li>Distributing agendas and pertinent documents</li> <li>Serving on relevant committees</li></ul><strong>Assist with budget management by:</strong><br><ul> <li>Preparing, placing, and tracking orders</li> <li>Processing check requests and Procurement Card payments</li> <li>Following up on contracts</li> <li>Monitoring charges to accounts</li> <li>Maintaining files with relevant records (purchase requisitions/orders, invoices, receipts, etc)</li> <li>Keeping current with University fiscal policies and procedures</li> <li>Serving as liaison with Administrative Information Systems</li></ul><br type="_moz"><br type="_moz"><strong>Assist with maintenance of the CCSI Website, social media, and Community Engagement Management Systems (CEMS) by:<br></strong><br type="_moz"><ul> <li>Updating news, features, and announcements on the homepage</li> <li>Maintaining social media (Facebook, Twitter, Instagram) acounts and Facebook fan pages</li> <li>Keeping the CEMS database (searchable records) current</li> <li>Helping community partners register as CEMS users</li> <li>Keeping the CEMS Guide up to date</li></ul><br><strong>Maintain CCSI Library collections and catalogue by:</strong><br><ul> <li>Placing orders for books and journals</li> <li>Cataloguing items</li> <li>Annotating bibliographical lists</li> <li>Keeping the shelves organized</li> <li>Managing the loan system</li></ul><br>Maintain office and instructional equipment and supplies by:<br><ul> <li>Preparing requisitions to procure or replace equipment</li> <li>Placing approved purchase and work orders</li> <li>Monitoring supply inventory and replenishing when necessary</li> <li>Keeping the supply/storage area (including cabinets and shelves) organized and accessible</li></ul><br>Perform other related functions as requested or required.<br type="_moz"><br type="_moz"> <ol> <li>An Associate's degree or Technical/vocational school certificate is required.</li> <li>3-5 years of experience as an Administrative Assistant</li> <li>Candidate must be proficient in Microsoft Office Suite</li> <li>Excellent written and oral communications skills</li> <li>Must be able to assist with database maintenance</li> <li>The candidate must possess substantial knowledge and be able to demonstrate advanced skills in office procedures, record keeping, business correspondence, and telephone etiquette.</li> <li>Demonstrate a positive attitude</li></ol> This position requires testing in Customer Service, Outlook, Word, Excel, Intermediate level and Business grammar.<br><br><br>Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.<br><br>#CB