ENGLISH - Admin Asst English

Job Classification

  Hourly Under Half (<20)

Position summary

This half-time role (20 hours/week) involves serving as the welcoming presence in the department, managing course schedules, handling correspondence, maintaining records, and providing general office support. Ideal candidates are organized, detail-oriented, and proficient in Microsoft Office.

Qualifications summary

The ideal candidate will have a high school diploma (associate’s or bachelor’s degree preferred) and at least one year of administrative experience. Strong communication, organization, ability to work independently, and time management skills are essential. Proficiency in Microsoft Office is required. Candidates should be detail-oriented, able to handle confidential information, and work independently or as part of a team. Prior experience in an academic setting and familiarity with university systems is preferred. 


Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

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  Provide general administrative support to faculty and department leadership
  


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  Manage calendars, schedule meetings, and coordinate appointments
  


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  Prepare, proofread, and distribute departmental correspondence and documents
  


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  Maintain organized files and departmental records (digital and paper)
  


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  Assist with budget tracking, supply ordering, and expense reporting
  


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  Support course scheduling, room reservations, and textbook orders
  


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  Greet visitors, respond to inquiries, and route communications
  


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  Help coordinate department events and academic functions
  


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  Liaise with other campus offices as needed
  


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  Ensure compliance with departmental and institutional policies
  

Supervisory responsibilities

The Administrative Assistant at times supervises student workers. 

Qualifications

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  Education:
  
  High school diploma or equivalent required; an associate’s or bachelor’s degree, particularly in English, Communications, or a related field, is strongly preferred.
  


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  Experience:
  
  Minimum of 1–2 years of relevant administrative or clerical experience, ideally in a higher education or academic department setting.
  


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  Technical Skills:
  
  
  
  
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    Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace (Docs, Sheets, Calendar).
    
  
  
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    Experience with or willingness to learn institutional software platforms such as Banner, PeopleSoft, or Canvas.
    
  
  
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    Ability to manage digital file systems and maintain organized records.
    
  
  
  
  


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  Communication Skills:
  
  
  
  
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    Excellent written and verbal communication skills.
    
  
  
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    Strong grammar, editing, and proofreading abilities, especially when drafting or reviewing documents.
    
  
  
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    Comfortable interacting with students, faculty, staff, and visitors in a professional manner.
    
  
  
  
  


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  Organizational & Time Management Skills:
  
  
  
  
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    Highly organized with the ability to multitask and prioritize duties in a fast-paced environment.
    
  
  
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    Capable of working independently with minimal supervision while managing competing deadlines.
    
  
  
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    Strong attention to detail and follow-through.
    
  
  
  
  


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  Professionalism & Interpersonal Skills:
  
  
  
  
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    Demonstrates a high level of discretion when handling confidential or sensitive information.
    
  
  
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    Works collaboratively as part of a team and maintains a positive, service-oriented attitude.
    
  
  
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    Adaptable and receptive to feedback and departmental needs.
    
  
  
  
  

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

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  Office Software Proficiency:
  
  
  
  
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    Skilled in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) for document creation, data tracking, and email communication.
    
  
  
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    Competent with Google Workspace tools (Docs, Sheets, Calendar, Drive) for collaboration and scheduling.
    
  
  
  
  


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  Data Entry and Management:
  
  
  
  
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    Accurate and efficient in entering, maintaining, and retrieving data from spreadsheets, databases, and file systems.
    
  
  
  
  


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  Digital Communication Tools:
  
  
  
  
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    Ability to use email systems professionally and manage departmental communications effectively.
    
  
  
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    Familiarity with platforms such as Zoom or Microsoft Teams for virtual meetings and support.
    
  
  
  
  


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  Records and Document Management:
  
  
  
  
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    Capable of organizing and maintaining digital and physical files, including confidential academic records.
    
  
  
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    Familiarity with cloud storage and version control practices.
    
  
  
  
  


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  Institutional Systems:
  
  
  
  
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    Preferred knowledge of academic platforms like Banner, PeopleSoft, Canvas, or similar systems for course scheduling, records, or student information.
    
  
  
  
  


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  Office Equipment Use:
  
  
  
  
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    Experience with standard office equipment such as printers, copiers, scanners, and fax machines.
    
  
  
  
  


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  Web and Content Management (optional):
  
  
  
  
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    Basic knowledge of website updating tools or content management systems (CMS) is a plus.
    
  
  
  
  

Interpersonal interactions

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  Communication with Faculty and Staff:
  
  Collaborates regularly with department faculty and administrative staff to support teaching, research, and departmental operations. Communicates clearly and professionally in person, over email, and by phone.
  


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  Student Support:
  
  Serves as a welcoming first point of contact for students, responding to inquiries, guiding them to resources, and assisting with scheduling or paperwork as needed.
  


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  Cross-Departmental Coordination:
  
  Works cooperatively with other university departments such as Registrar, HR, Facilities, and IT to facilitate requests, resolve issues, and maintain smooth operations.
  


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  Event and Meeting Support:
  
  Assists in planning and organizing department events, meetings, and workshops, including sending invitations, coordinating logistics, and providing day-of support.
  


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  Professionalism and Confidentiality:
  
  Maintains a courteous and respectful demeanor in all interactions, exercising discretion and confidentiality in handling sensitive academic and personnel matters.
  


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  Team Collaboration:
  
  Contributes to a positive and inclusive work environment; willing to offer help and take initiative when team needs arise.
  

Physical demands

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  Office Environment:
  
  Primarily sedentary work performed in a standard office setting. Majority of time spent sitting at a desk using a computer, phone, and other office equipment.
  


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  Mobility:
  
  Ability to move within the office and to nearby locations on campus for meetings, errands, or deliveries.
  


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  Lifting/Carrying:
  
  Occasionally required to lift or carry office supplies, boxes, or documents weighing up to 20 pounds.
  


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  Manual Dexterity:
  
  Frequent use of hands and fingers for typing, filing, and handling documents or supplies.
  


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  Vision Requirements:
  
  Must be able to read printed materials and computer screens for extended periods.
  


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  Communication Abilities:
  
  Must be able to communicate effectively in person, over the phone, and via written correspondence.
  

Work environment

 

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  Office Setting:
  
  Work is performed in a quiet, climate-controlled office within an academic building. The environment is typically clean, well-lit, and equipped with standard office furniture and technology.
  


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  Shared Spaces:
  
  May work in a shared office or department suite with regular interactions with faculty, staff, students, and visitors.
  


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  Technology and Equipment:
  
  Regular use of desktop or laptop computers, printers, telephones, photocopiers, and other standard office equipment.
  


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  Work Hours:
  
  Part-time schedule (typically 20 hours per week) during regular weekday business hours. Occasional flexibility may be needed for department events or meetings.
  


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  Noise and Distractions:
  
  Generally low noise levels, though occasional foot traffic and conversations may occur in shared or open office areas.
  


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  Accessibility:
  
  Workspaces are generally accessible, with elevators and ADA-compliant facilities available in most academic buildings.