Administrative Assistant/Receptionist
President’s Office
SUMMARY of POSITION:
Philander Smith College is seeking an Administrative Assistant/Receptionist to the
President’s Office. The position will report to the Executive Vice President with
responsibilities to include the following:
Job Description:
The Administrative Assistant/Receptionist is a non-exempt staff position within the Office
of the President and a member of a collaborative support staff team. The position is
responsible for providing a wide variety of clerical support to the President’s Office, as
appropriate and necessary to ensure that the services and functions of the office are carried
out in an efficient and professional manner. The Administrative Assistant/Receptionist has
specific focus on providing front-line customer service for the President’s Office through
answering the office phone and greeting guests; provide administrative duties; providing
support to the President in terms of overseeing calendar management to schedule and
arrange appointments and meetings; and assisting in coordinating various special events
under the auspices of the College and/or the President’s Office.
Knowledge, Skills, and Abilities:
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Ability to professionally greet visitors and guests.
Knowledge of how to schedule meetings using automated function.
Skilled in professional use of the telephone and internet.
Ability to organize paper, data and projects
Ability to communicate professionally in oral and written format
Ability to maintain strict confidentiality
Ability to multi-task including answering and directing phone requests, faxing, e-mail,
and walk-in requests, operating communication system, and using headset and radio
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systems.
Experience in maintaining and preparing records, taking minutes/agenda.
Experience in arranging and scheduling meeting/appointments, maintain multiple
calendar systems and maintain/update address books.
Proficiency in Microsoft Office, e-mail, internet, and other relevant software; ability to
operate standard office equipment.
Ability to deal with varied personalities and maintain pleasant customer service attitude;
strong interpersonal skills
Must possess excellent organization and time management skills, including ability to
prioritize workflow and coordinate activities.
Have the skill to independently address problems related to various interoffice and
student concerns.
Provide high quality customer service
Ability to order and maintain office supplies
Essential Functions:
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Provides administrative support to the office to include typing, filing, phone work, data
entry, and database entry work, schedules meetings, organizes files, and paper, orders
office and supplies and maintains ample quantities for divisional needs.
Manage the President’s calendar - use independent judgment and consult with the
President as needed to prioritize meeting requests, make appropriate referrals to other
College offices, and resolve scheduling conflicts. In collaboration with other office
staff, organize yearly schedule of meetings as outlined by the President. Work closely
with the offices of Vice Presidents and senior administrators to coordinate meetings. In
advance, provide relevant information for review and organize materials the President
will need for each day’s schedule.
Compile, screen, organize, and prioritize the
President mail for daily review. Identify documents requiring immediate attention
and/or action by the President. Forward documents to appropriate staff or other
departments as needed.
Coordinate local travel arrangements for the President and provide relevant background
information in advance.
Provide excellent front-line customer service for the President’s Suite. Greet guests and
respond appropriately to internal and external calls and questions posed by guests.
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Provide information and/or make appropriate referrals to other College offices and
administrators.
Organize, maintain and update a “tickler” file to assure appropriate actions are being
taken or follow-up is being done within the areas of major functions.
Schedule and organize events hosted by the President’s Office (e.g., College Christmas
Party, College Budget Meetings, Board Meetings and others as needed), including
reserving space, ordering refreshments, reserving audio-visual equipment as needed, and
processing related invoices.
Type and proof standardized and routine correspondences and materials related to
position responsibilities.
Maintain a system for tracking budget allocations, encumbrances, and expenditures for
President’s Office accounts related to position responsibilities. Alert the President to
any anomalies and/or cost-saving ideas. Process appropriate forms of payment for
invoices and expenses (e.g., office subscriptions, College memberships).
Organize, maintain, and update all office files, as needed, in coordination with office
staff for efficient reference and operation of the office.
Responsible for the hospitality function for the President’s Office (and in coordination
with other offices) in terms of sending notes, greeting cards, and flowers on appropriate
occasions (e.g., to offer condolences, in response to illnesses, to offer congratulations).
Share responsibility to direct work for student employees; coordinate student
employees’ work schedules; maintain student employee personnel files; authorize
student employee timecards; maintain and update office guidelines for student
employees.
Managing and overseeing the booking of the President’s conference room.
Qualifications:
Associate’s degree in Administration, Business, Accounting, or a related field, plus three (3)
years of related experience or an equivalent combination of education and experience.
How to Apply:
Please send a cover letter, resume, and three (3) references to:
Philander Smith College
Attn: Office of Human Resources
900 W. Daisy Bates Drive
Little Rock, Arkansas 72202
Applications packets can be emailed to [email protected].
Philander Smith College is an equal opportunity employer and does not discriminate against
applicants or employees based on age, race, sex, national origin, ethnicity, veteran status, or
religion. Philander Smith College is a smoke-free and drug-free work environment.
Philander Smith College participates in E-Verify.