Administrative Professional Job Description

Administrative Professional Job Description

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Administrative professional provides administrative support to the Director and faculty, including, but not limited to: creation and management of Director’s calendar; management of Program calendar, correspondence and mail; office supplies; minutes of meetings; travel arrangements, etc.

Administrative Professional Duties & Responsibilities

To write an effective administrative professional job description, begin by listing detailed duties, responsibilities and expectations. We have included administrative professional job description templates that you can modify and use.

Sample responsibilities for this position include:

Operates word processing equipment and software to create documents
Assist tax department (scan tax documentation, type tax correspondence, filing)
Assist audit department (scan documentation, type correspondence, filing)
Coordinate Payroll and HR related functions (time-keeping, PSFs, paperwork processing)
Coordinate unit purchasing process
Assist tax department (scan tax documentation, filing)
Performing an extensive array of administrative tasks for a remote sales team (managing calendars, book travel, scheduling facilities and equipment, database maintenance, preparing presentations, tracking and filing expenses )
Project management of multiple and varied business processes
Assisting with special projects to include planning and organization associated with events, faculty candidates, seminar speakers, and visitors
Assisting School's recruitment committee with managing database of faculty candidate applications, e-mail notifications, and other associated tasks

Administrative Professional Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Administrative Professional

List any licenses or certifications required by the position: J2, APTF, CRRS, DTS, EMBA, NLN, CNE, ANPD, NPD, SFPC

Education for Administrative Professional

Typically a job would require a certain level of education.

Employers hiring for the administrative professional job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and High School Degree in Education, Medical, Pharmacy, Medical Education, Supervision, Business, Associates, Communication, Business/Administration, Accounting

Skills for Administrative Professional

Desired skills for administrative professional include:

Word processing
Electronic mail/calendar and spreadsheets
Specifically those related to MS Office Suite
Spreadsheets
Variety of computer software applications
But not necessary
Electronic mail/calendar
ProSystem fx Engagement and GoFileRoom helpful
How to work effectively and professionally with all levels of internal and external constituents
Business area supported and established priorities

Desired experience for administrative professional includes:

Professional attitude, appearance, and demeanor
Completion of associate core coursework in secretarial science or business office applications from accredited career school or community college
Demonstrated experience with Microsoft Office Suite other data management systems
Purchasing and invoice payment for School Chair's office
Managing room reservations for conference rooms and classrooms
Complete/Process all account paperwork (including advisory, brokerage and insurance) and keep up-to-date on current changes to forms and applications

Administrative Professional Examples

1

Administrative Professional Job Description

Job Description Example
Our innovative and growing company is hiring for an administrative professional. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for administrative professional
  • Point of contact for School's visitors and seminar speakers
  • Prepare, process and follow-up on reimbursement requests for visitors and seminar speakers
  • Maintain seminar and colloquium budgets
  • Make travel arrangements and process hotel invoices for visitors and seminar speakers
  • Maintain short-office assignments for visitors and seminar speakers
  • Point of contact for facilities, cleaning services, network services, surplus and campus space planning
  • Represents the administrator at meetings (e.g., records minutes/meeting notes, expresses concerns of manager)
  • Serves as liaison for unit to other units
  • Provides administrative assistance on specific projects as assigned
  • Types labels
Qualifications for administrative professional
  • Ability to work efficiently in a fast-paced, deadline driven environment
  • Ability to learn and retain new computer skills
  • Outgoing personality, comfortable working with clients
  • Commuting distance to Harrisburg, PA office
  • A two-year degree in Business, Accounting or a related field
  • Must have at least five years’ experience in an administrative or production assignment
2

Administrative Professional Job Description

Job Description Example
Our growing company is hiring for an administrative professional. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for administrative professional
  • Makes recommendations regarding operational activities (e.g., manages projects and work flow
  • Prepares, completes and distributes (i.e., mail merge) letters to educators, administrators, and employing Local Education Agencies (LEAs) (e.g., relinquishments, background checks, insufficient funds, ineligibility)
  • Serves as liaison with the Office of Communications to ensure communications to the field are timely and accurate
  • Provides technical information and advice to administrators and office staff to aid in decision making
  • Assists in developing new procedures related to established office policy (e.g., makes recommendations for improvements in office work flow)
  • Maintains Licensure inbox (e.g., responds to emails, routes to appropriate staff, ensures timely response
  • Serves as liaison between administrator and subordinates, transmits decisions and directives (e.g., types, proofs and distributes policy and procedural materials for office administrators and office staff)
  • Prepares for and/or represents leadership at meetings and conferences
  • Provides customer service support for OEL staff during peak periods
  • Prepares reports, publications, memos and presentations for dissemination
Qualifications for administrative professional
  • Must be competent in the use of a computer including Excel, Word and Windows
  • Must have at least three years’ experience with SAP
  • Must have the ability to work with minimal errors and maintain accuracy
  • CONVICTION OF A FELONY, OR A MISDEMEANOR OF THE FIRST, SECOND OR THIRD DEGREE, WHICH INVOLVED GAMBLING, FRAUD OR MISREPRESENTATION, THEFT, OR ANY CRIME OF MORAL TURPITUDE, PROHIBITS AN APPLICANT FROM BEING SELECTED FOR THIS POSITION, AS LONG AS THE RECORD OF THE CONVICTION HAS NOT ALREADY BEEN SEALED
  • EMPLOYMENT CONTINGENT UPON SUCCESSFUL COMPLETION OF A CRIMINAL BACKGROUND CHECK AS REQUIRED BY SECTION 3770.02(D) OF THE OHIO REVISED CODE
  • ALL FINAL APPLICANTS TENTATIVELY SELECTED FOR THIS POSITION WILL BE REQUIRED TO SUBMIT TO URINALYSIS TO TEST FOR ILLEGAL DRUG USE PRIOR TO APPOINTMENTS
3

Administrative Professional Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of administrative professional. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for administrative professional
  • Assists with mail responsibilities
  • Ensures proper maintenance of office equipment
  • Maintains inventory supplies
  • Pulls standardized reports from (CORE)
  • Develops and implements systems and methods for efficient management of office operations (e.g., establishes and maintains filing systems, ensures incoming and outgoing mail is handled properly and urgent items are addressed promptly
  • Responsible for knowledge of legal citations and legal briefing formats
  • Reviews and prioritizes administrator’s daily correspondence and emails
  • Perform any required scanning, coding, document uploading, or database entry as needed
  • Support the accounting team with data entry for Monthly Billing
  • Ensure filing systems are maintained and current
Qualifications for administrative professional
  • Strong hands-on experience with Microsoft suite of products
  • THIS POSITION IS NON-EXEMPT (ELIGIBLE FOR OVERTIME) FROM THE FAIR LABOR STANDARDS ACT
  • THIS POSITION IS UNCLASSIFIED (EXEMPT FROM THE CLASSIFIED SERVICE)
  • THE APPLICANT IS REQUIRED TO PROVIDE DETAILS OF MINIMUM QUALIFICATIONS ON THE APPLICATION FORM
  • NEW HIRES AGREE TO PARTICIPATE IN THE STATE OF OHIO DIRECT DEPOSIT OF PAYCHECK PROGRAM PER SECTION 124.151(B) OF THE OHIO REVISED CODE
  • Exhibits flexibility and openness to different and/or new ways of doing things, maintaining self-control while working on pressure
4

Administrative Professional Job Description

Job Description Example
Our growing company is looking for an administrative professional. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for administrative professional
  • Prepares administrative reports (e.g., charge code reports, inventory reports)
  • Maintains files (e.g., long-range information systems plans, controlling board requests and various administrative files)
  • Prepares travel request forms
  • Acts as first point of contact, and greeter for all visitors and phone calls to OIT, answers telephone and screens calls (e.g., handles sensitive telephone calls and channels calls to appropriate parties for response)
  • Provides oral and written explanations to internal and external inquiries related to services provided by OIT including policies, long-range information systems plans, publication services and various administrative activities
  • Help keep break rooms presentable by making coffee, restocking coffee supplies and loading/unloading dishwashers, other tasks, on a daily basis
  • Using AlixPartners' internal systems to process expenses, time entry, Radius marketing entries, researching travel and accommodation options
  • Booking meeting rooms and general administration tasks, such as printing, scanning, photocopying, binding and filing
  • Handle personal tasks for CEO such as paying bills, depositing bank checks, scheduling or following-up with service providers
  • CEO calendar management and scheduling, both internal and external meetings and calls
Qualifications for administrative professional
  • Experience with learning technologies and applications a plus
  • Payroll System/Data Entry knowledge
  • Possess thorough knowledge and utilize Microsoft Office software (Excel, Outlook, Word, Access)
  • Takes initiative, works on assignments with limited oversight and a high degree of accuracy
  • Ability to constructively cooperate with individuals across all levels of the organization external stakeholders
  • Excellent proofreading ability required
5

Administrative Professional Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of administrative professional. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for administrative professional
  • Occasional transcription for the CEO
  • Type, mail, copy and file correspondence including engagement letters, expert reports
  • Understand and adhere to Brokerage and its affiliated carriers' operational processes and procedures
  • Assist in the management of new and existing commercial workflows including monitoring of New Activity & Sold Business reports
  • Enter commercial new business accounts in the agency management system, prepare commercial quotation summaries and prepare and issue Blue Point invoices
  • Assist with loss control scheduling as needed
  • Prepare Surplus Lines documents as needed on state by state basis
  • Enter policies and deliver to retail account managers
  • Prepare and provide renewal solicitation to appropriate parties
  • Cross train as support for personal insurance
Qualifications for administrative professional
  • Photocopy, file, and scan sensitive departmental documents
  • Scheduling basic appointments and managing shared calendars
  • One year of administrative support work experience is highly preferred
  • Organize mass amounts of documents, CD, DVDs, etc into an inventory list that is acceptable to the customer
  • Document customer “special” requests for technician work performed on the Communications System into a excel spreadsheet, initially, and later into Remedy, for tracking purposes
  • Must be able to work on computer for long periods of time (up to four hours)

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