Administrative Assistant

Posted September 15, 2026

Administrative Assistant

Facilities Services, University of Charleston

Position Summary:

Under general supervision, performs a variety of administrative and staff support duties for the Facility Services department, which require a range of skills and knowledge of organizational policies and procedures. The work is normally performed in a typical interior/office work environment.

Essential Responsibilities:

• Coordinates and performs a range of staff and/or operational support activities for the unit; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative duties.
• Provides administrative/secretarial support for the department/division such as answering telephones, assisting visitors, and resolving and/or referring to a range of administrative problems and inquiries.
• Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements.
• Posts, balances, monitors, and reconciles internal department/division monthly ledgers, budgets, and financial reporting system reports; may prepare drafts of budget planning documents; may serve as department/division book holder and/or paymaster; may manage petty cash disbursements and reconciliations.
• Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of written inquiries.
• Requisitions for supplies, printing, maintenance, and other services.
• Provides support for maintenance requests, closings, reports, etc.
• Operate computer programs such as Microsoft Word, Excel, Maintenance software
• Other duties assigned

Qualifications:

• High school diploma or GED.
• 3 to 5 years of experience directly related to the duties and responsibilities specified.
• Receptionist skills.
• Ability to communicate effectively, both orally and in writing.
• Records maintenance skills and database management skills.
• Ability to make administrative/procedural decisions and judgments.
• Ability to analyze and solve problems.
• Ability to maintain calendars and schedule appointments.
• Knowledge of supplies, equipment, and/or services in ordering and inventory control.
• Knowledge of general accounting principles.
• Proficient in Microsoft Office products and/or data entry skills.
• Organizing and coordinating skills.

Applications will be accepted until the position is filled.

Interested applicants should submit cover letter, current resume, names of three professional references, and salary requirements to:

Jennifer McCallister

[email protected]

Applicants must be authorized to work in the United States without the need for current or future visa sponsorship. The University is unable to sponsor visas or green cards at this time.

The University of Charleston is an Equal Opportunity Employer