Administrative Assistant - IT Department 37.5 HRS/Week

About the role

• Job Title: Administrative Assistant - IT Department 37.5 HRS/Week
• Department: Information Technology Services (Richard Smith)
• FLSA: United States of America (Non-Exempt)
• Location: Philadelphia Campus

Job Summary

The administrative assistant provides direct administrative support to the department's senior leaders and broad administrative support to other team members in support of department operations. Primary responsibilities include serving as the department's first point of contact for visitors and guests;

managing incoming calls, as well as incoming and outgoing mail; maintaining office supplies and inventory; and performing a variety of clerical activities related to department operations.

About the role

Perform general administrative duties to support departmental operations, including but not limited to maintaining inventory of required supplies and equipment, processing incoming and outgoing mail, and coordinating approved travel arrangements for department staff, in accordance with

• PCOM travel policy.
• Greet and assist visitors; answer department telephone lines and mail, including physical and electronic; address general inquiries regarding department services or operations, or redirect requests to appropriate person(s) for response or issue resolution.
• Evaluate and process invoices and purchase orders, ensuring that expenses are charged accurately to accounts and cost centers; monitor timely and accurate payments to vendors.
• Assist with collecting or compiling information to support key department functions and operations, including but not limited to, strategic and financial planning, budgeting, and reporting.
• Coordinate or assist with coordinating approved travel arrangements for department staff and faculty, as applicable, in accordance with PCOM travel policy.
• Enter data and information into databases and systems accurately and timely.
• Manage or assist with managing all facets of event planning for the department, as applicable, including but not limited to site selection, facility reservations and setup, agenda development and distribution, and equipment setup and breakdown.
• Attend meetings, as required; maintain a high level of confidentiality when dealing with sensitive matters.
• Assist with implementing quality, service, and process improvement initiatives to enhance day-to-day administrative and operational efforts.
• Perform other duties as assigned or requested.

Required Skills and Experience

• Minimum two years' experience in a similar administrative support role.
• High level of computer proficiency in word processing, spreadsheet, presentations, email, and virtual meeting applications, preferably on the Google Workspace or Microsoft 365 platforms.
• High level of customer service.
• Strong planning and organizational skills.
• Strong communication skills, including written, verbal, and interpersonal.
• Strong collaboration skills.

Education and Certifications

High school diploma or GED required; Associate's or Bachelor's Degree in business administration, liberal arts, or similar discipline, preferred.

Physical Requirements

• Ability to sit for prolonged periods.
• Ability to view computer screen(s) for extended periods, up to eight hours per day.
• Manual dexterity and mobility in order to use personal computers and other office equipment.

Pay and benefits

The referenced salary range is based on PCOM good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. PCOM offers a total rewards package that supports our employees' health, life, career and retirement.