Administrative Assistant I - 995873

We are excited that you are considering joining Nova Southeastern University!

Nova Southeastern University (NSU) was founded in 1964, and is a not-for-profit, independent university with a reputation for academic excellence and innovation. Nova Southeastern University offers competitive salaries, a comprehensive benefits package including tuition waiver, retirement plan, excellent medical and dental plans and much more. NSU cares about the health and welfare of its students, faculty, staff, and campus visitors and is a tobacco-free university.

We appreciate your support in making NSU the preeminent place to live, work, study and grow. Thank you for your interest in a career with Nova Southeastern University.

Primary Purpose:

Supports the Regional Campus Director in enhancing student engagement and retention by delivering exceptional customer service. Responsibilities include welcoming and directing visitors, managing phone inquiries, scheduling meetings, drafting basic correspondence, and providing general administrative support to the campus team. Also serves as a point of contact and resource for NSU stakeholders, offering assistance as needed.

Job Category: Non-Exempt

Hiring Range:  $31,200 annually/ $16 per hour

Pay Basis:  Hourly

Subject to Grant Funding? No  

Essential Job Functions: 

1. Welcomes and assists visitors, students, and callers, directing them appropriately to support a positive campus experience.

2. Acts as a liaison with other departments such as Student Affairs, Facilities, IT, Advancement, and others to facilitate cross-functional collaboration.

3. Responds to inquiries and resolves routine issues by applying knowledge of departmental policies and procedures.

4. Reviews and distributes incoming mail and responds to routine correspondence.

5. Composes, edits, and proofreads routine correspondence and documents; prepares mail merges, manages mass mailings, and ensures proper document handling and safeguard.

6. Prepares and verifies forms and documents for accuracy, identifying discrepancies and following up as needed.

7. Enters data in NSU systems and generates reports, ensuring data integrity.

8. Schedules classroom and room assignments for academic use, meetings, and special events, including external group requests and video conferences.

9. Provides support to the academic departments by scheduling classrooms in the university system.

10. Submits and tracks facilities work orders and arranges equipment repairs as needed.

11. Orders and maintains office supplies, marketing materials, and promotional inventory.

12. Submits check requests to support daily operations.

13. Maintains inventory of office supplies, marketing materials and promotional items.

14. Under direct supervision, purchases office supplies from NSU contracted vendors.

15. Supports event planning by procuring supplies, preparing materials (e.g., flyers, invitations), and overseeing event set-up and breakdown.

16. Assists with promotional events such as orientations, campus tours, educational fairs, career days, call campaigns, and other recruitment-related activities.

17. Coordinates or participates in promotional activities, including conferences, on-campus orientations, educational fairs, career days, campus tours, call campaigns, or special events.

18. Contributes to assigned campus social media accounts to enhance visibility and engagement.

19. Serves as the primary point of contact for external organizations seeking to lease university space.

20. Completes other projects as assigned.

21. Performs other duties as assigned or required.

Job Requirements: 

Required Knowledge, Skills, & Abilities: Knowledge:
1. General knowledge of MS Office Suite (Outlook, Word and Excel).
2. Clerical - Working knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
3. Customer and Personal Service - Working knowledge of principles and processes for providing customer and personal services.
4. English Language - Working knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Skills:
1. Service Orientation - Advanced skills in actively looking for ways to help people.
2. Active Listening - Basic skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
3. Speaking - Basic skills in talking to others to convey information effectively.
4. Critical Thinking - Basic skills in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
5. Reading Comprehension - Basic understanding of written sentences and paragraphs in work-related documents.
6. Writing - Basic skills in communicating effectively in writing as appropriate for the needs of the audience.
7. Coordination - Basic skills in adjusting actions in relation to others' actions.

Abilities:
1. Written Comprehension - The ability to read and understand information and ideas in writing so others will understand.
2. Selective Attention - The ability to concentrate on a task over a period of time without being distracted.
3. Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.

Physical Requirements and Working Conditions:
1. Static Strength - Must be able to exert maximum muscle force to lift, push, pull, or carry objects.
2. Near Vision - Must be able to see details at close range (within a few feet of the observer).
Speech Recognition - Must be able to identify and understand the speech of another person.
3. Speech Clarity - Must be able to speak clearly so others can understand you.
4. Travel - Must be able to commute to local meetings or events.
5. May be required to work nights or weekends.
6. May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties.
7. May be required to accomplish job duties using various types of equipment/supplies, to include but not limited to pens, pencils, and computer keyboards.
8. Strength - Must be able to lift, push, pull, or carry objects.

Required Certifications/Licensures: 

Required Education: High School Diploma or Equivalent

Major (if required: 

Required Experience: High School Diploma and two (2) years of clerical/administrative experience in an office environment.

--OR--

Associate's degree and one (1) year of clerical/administrative experience in an office environment.

Preferred Qualifications: 

Is this a safety sensitive position? No  

Background Screening Required?  No  

Pre-Employment Conditions: 

Sensitivity Disclaimer: Nova Southeastern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.

NSU considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.