The Hampton University Department of Architecture invites nomination and applications for a full-time (12 months) position for Departmental Executive Assistant beginning August 16, 2024. Founded in 1868, Hampton University is a leading Historically Black University (HBCU) on the Virginia Peninsula in the City of Hampton. It is a privately endowed, co-educational, nonsectarian institution. The School of Engineering, Architecture, and Aviation. The Department of Architecture is accredited through the National Architecture Accrediting Board.
Duties and Responsibilities
- Work directly with the Chairperson to support all aspects of departmental responsibilities
- Order, issue, and maintain department supplies
- Type reports and other documents as needed
- Prepare travel, purchase requisitions, and reimbursement documents
- Coordinate the maintenance of office equipment such as copiers, printers, etc.
- Manage and maintain student academic records and other confidential files
- Assist students with registration
- Manage and maintain confidential faculty and staff personnel records
- Assist with special programs and events within the Architecture Department and School of Engineering, Architecture, and Aviation
- Assist in the travel program planning, and facilitation
- Coordinate and prepare new faulty contracts and obtain all documents for Request to Contract
- Manage students’ AXP registration with NCARB (National Council of Architecture Registration Board)
- Manage visitation appointments with interested students
- Greet visitors and answer multi-line phone
- Receive, open, and route departmental mail
- Provide support to faculty (including, assisting faculty with copying and or getting the necessary signatures on documents and delivering documents to the necessary offices)
- Coordinate facilities and building maintenance needs to the necessary office
- Provide clerical support to the Chairperson, which includes, drafting memorandum, letters, and other documents as required
Qualifications
- High-School Diploma
- Excellent communication skills, both verbal and written
- Advanced Computer skills and technical proficiency (Microsoft suite and Adobe)
- Excellent typing ability
- Interpersonal Skills
- Advanced problem solving
- Excellent organizational and time-management skills
- Ability to multitask
- Administrative experience (5-years)