The Administrative Assistant is responsible for the daily oversight of the Graduate College office and providing direct administrative support to the Graduate College Dean.
**The start date for this position is August 1, 2025, or after.
Job Duties:
- Ensure the Graduate College is open and ready for daily operation at 8:00 a.m.
- Access voice mail and email upon arrival and throughout the day, to make certain applicable action is taken in a timely manner.
- Provide front line customer service support in a professional and courteous manner via in person, phone, and email correspondence
- Manage an effective and efficient filing system
- Process internal and external forms/documents (i.e., travel, purchase orders, office supplies, etc.). oversee all transactions to completion
- Process incoming mail (date stamped and disseminate accordingly)
- Minute recorder for Graduate Council meetings, prepare agenda and disseminate meeting materials
- Assist with graduate student registration
- Assist with Graduate College Day recruitment event/preparations
- Assist with Graduate College social media and website updates
- Assist in managing the Graduate College email account (hugrad@hamptonu.edu)
- Update the Graduate College Handbook as applicable
- Assist with Graduate College commencement preparations (ex., Graduate College Commencement celebration)
- Manage the Dean’s calendar
- Draft correspondence for the Dean’s review and approval
- Disseminate correspondence on behalf of the Dean
- Arrange and confirm meetings for the Dean
- Effectively responding to other duties as assigned by the Dean
Qualifications:
- At least one year of administrative experience
- Microsoft Office including Outlook, Word, and Excel
- Must be able to provide outstanding customer service
- Ability to demonstrate tact and initiative when working with others
- Able to perform multiple tasks with similar deadlines
- Demonstrate excellent organizational and planning skills