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Job Description
- Act as point person for all staff who support of the Head
- Organize all processes and procedures for the work done
- Provide analytical and administrative support on a variety of campus or divisional issues in direct relation to the office.
- Manage the Office general communications with the divisional department offices and major administrative offices
- Manage pending & working issues to ensure that goals and deadlines are met.
- Oversee the review of all incoming correspondence.
- Ensure correspondence is properly coded for filing.
- Keep track of assignments made to others for actions to be taken on the head behalf and insure that deadlines for responses are met
- Keep the records, and reports from other departments, and outside organizations.
- Manage the head time.
- Prioritize and schedule appointments according to its importance of requested meetings, coordinate calendar and provide detailed briefing materials prior to meeting
- Participate in weekly staff meetings to insure that Divisional projects and issues are being handled in a timely manner.
- Analyze problems, independently conduct research as necessary, find solutions and make recommendations.
- Independently respond to requests and inquiries from all parties, considering all policies and procedures and concerns from callers and visitors on behalf of the head.
- Assists in hiring process by coordinating job posting on the website, reviewing resumes, performing telephone & face-face interviews and reference checks.
- Conduct orientation sessions with new employees.
- Maintains personnel files in compliance with applicable legal requirements.
- Keeps employee records up-to-date by processing employee status changes in timely fashion.
Job Requirements
- 1-3 years of experience.
- High level of interpersonal skills to handle sensitive and confidential situations and documentation.
- Excellent Communication Skills & time management skills.
- Administrative experience with abilities to set priorities
- Organize and coordinate on office operation, anticipate needs
- Can work under the pressure of deadlines and exercise good judgment, particularly with sensitive or confidential matters.
- Extensive, related analytical and administrative experience in an executive-level office.
- Experience scheduling appointments and coordinating calendars.
