University of Charleston

University of Charleston

Posted May 23, 2025

Administrative Assistant

Facilities Services, University of Charleston

 

Position Summary:

Under general supervision, performs a variety of administrative and staff support duties for the Facility Services department, which require a range of skills and knowledge of organizational policies and procedures. The work is normally performed in a typical interior/office work environment. The Administrative Assistant has no or very limited physical effort required for the position.

 

Essential Responsibilities:

  • Coordinates and performs a range of staff and/or operational support activities for the unit; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative duties.
  • Provides administrative/secretarial support for the department/division such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries.
  • Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements.
  • Posts, balances, monitors, and reconciles internal department/division monthly ledgers, budgets, and financial reporting system reports; may prepare drafts of budget planning documents; may serve as department/division book holder and/or paymaster; may manage petty cash disbursements and reconciliations.
  • Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of written inquiries.
  • Requisitions supplies, printing, maintenance, and other services.
  • Provides support for maintenance requests, closings, reports, etc.
  • Operates computer programs such as Microsoft Word, Excel, and Maintenance software
  • Other duties as assigned

 

Qualifications:

  • High school diploma or GED.
  • 3 to 5 years of experience directly related to the duties and responsibilities specified.
  • Receptionist skills.
  • Ability to communicate effectively, both orally and in writing.
  • Records maintenance skills and database management skills.
  • Ability to make administrative/procedural decisions and judgments.
  • Ability to analyze and solve problems.
  • Ability to maintain calendars and schedule appointments.
  • Knowledge of supplies, equipment, and/or services ordering and inventory control.
  • Knowledge of general accounting principles.
  • Proficient in Microsoft Office products and/or data entry skills.
  • Organizing and coordinating skills.

 

Applications will be accepted until the position is filled.

 

Interested applicants should submit cover letter, current resume, names of three professional references, and salary requirements to:

Jennifer McCallister

jennifermccallister@ucwv.edu

 

 

The University of Charleston is an Equal Opportunity Employer