Administrative Assistant

Overview

The Administrative Assistant will report directly to the Director of Touro's Machon L'Parnasa, Institute of Professional Studies. The responsibilities include answering phones, filing, photocopying, distributing information to students as per instructions from the Director.  The assistant will interact with students, faculty and other guests to the office, while maintaining documents such as course schedules, student registration forms, and other documents associated with student achievement. The assistant must be proactive and motivated in all aspects.

Responsibilities

• Performs receptionist duties, including answering phones, filing, copying,faxing, and opening and distributing incoming mail.
• Meet and greet visitors.
• Greets current and prospective students, in person or via phone and email.
• Must maintain confidentiality in working with student records.
• Prepares files for new applicants, checking to be certain all required documentation (regarding admissions, etc) has been included.
• Answers or directs, as needed, student inquiries regarding admission and course registration.
• Assists with general correspondence, memoranda, and applications.
• Maintains office calendar and schedules student appointments.
• Coordinates, as needed, with the offices of the Registrar, Bursar, Financial Aid, and Admissions as well as departments within IPS.
• Assists in processing student registrations each semester.
• Assists students prepare for their graduation by distributing forms, informing students of deadlines, and creating sign-in sheets for graduation.
• Assists in special events, such as open houses.
• Prepares purchase orders and maintains inventory of office equipment and supplies; Arranges for repair and maintenance of office equipment as needed.
• Coordinates mass emails sent to current students, alumni and staff.
• Coordinates room schedules for classes and workshops.
• Maintains excel spreadsheets with contact information of current IPS students and graduates.
• Additional hours may be needed during spring and fall registration.

Qualifications

Education/Experience

• Bachelor - Other Preferred.
• Previous experience with general office administrative responsibilities and procedures.

Knowledge/Skills/Abilities

• Strong interpersonal skills.
• Good communication skills, both oral and written.
• Excellent organizational skills.
• Strong attention to details.

Travel

• As needed.

Working Conditions

• Office setting.

Maximum Salary

Minimum Salary