Hampton University School of Pharmacy seeks a dedicated Administrative Assistant to provide exceptional administrative support in a fast-paced environment. This position is essential to the School of Pharmacy and Office of Student Affairs and Assessment, directly assisting the Assistant Dean of Student Affairs and Assessment.  The Administrative Assistant will respond to current and prospective students, faculty, and staff regarding school activities and admission requirements.  The Administrative Assistant will also be responsible for greeting visitors, entering applications for admission into the applicant database, responding to student inquiries, and assisting with recruitment activities and School of Pharmacy events.  The Administrative Assistant will manage the procurement of office supplies and coordinate and prepare school-related travel.  The successful candidate will be professional, customer service-oriented, and skilled at multi-tasking.

Job Duties:

• Perform general clerical duties to include, but not limited to:  filing, faxing, copying, mailing, etc.
• Maintain and file forms and documents.
• Greet visitors and answer the multi-line telephone at front desk courteously and professionally.
• Prepare travel, send invoices, purchase requisitions, and reimbursement documents.
• Order office supplies and equipment.
• Coordinate meetings and conferences.
• Compile, transcribe, and distribute minutes of meetings.
• Serve on School-related committees and provide clerical support.
• Handle day-to-day communications for the Office of Student Affairs.
• Type grant applications as needed.
• Assist in maintaining the applicant database and pharmacy student database.
• Compose letters and memorandums.
• Manage correspondence with current and prospective students for the School.
• Assist with maintenance of office equipment such as copiers, printers, fax machine, shredder, etc.
• Type reports and other documents as needed.
• Assist with managing the recruitment and student calendars for the School of Pharmacy.
• Assist with coordinating school-related annual ceremonies including White Coat, PAID, Awards and Scholarships, and Graduation.
• Assist in copying and/or delivering documents to Office Services for printing.
• Maintain the reception area in a neat and organized manner.
• Assist with special programs/events in the School of Pharmacy as needed.
• Perform other duties as assigned by the supervisor.

Qualifications:

• Must have a high school diploma or GED and previous professional experience.
• Must have proficiency in the use of Microsoft Office Suite of products including MS Word, Excel, Access, PowerPoint, and Outlook.
• Must be able to manage and file forms and documents.
• Must have strong communication and organizational skills.
• Have the ability to be flexible and work well either alone or as part of a team.
• Perform multiple tasks and work effectively under pressure.
• Possess strong interpersonal skills.
• Have the ability to provide services and accurate information in a courteous and timely manner.