Administrative Support Specialist

Administrative Support Specialist

Schedule: Monday–Thursday, 8:00 AM–5:00 PM; Friday, 8:00 AM–3:00 PM

Full-time and Temporary position

Hourly Rate: $25.00–$28.00 per hour

Position Summary

We are seeking a reliable, organized, and professional Administrative Support Specialist to provide administrative and customer service support in a fast-paced environment. The ideal candidate will be comfortable managing multiple priorities, communicating with students, faculty, and staff, maintaining confidential information, and assisting with meetings and events.

Responsibilities

• Monitor and respond to emails and inquiries in a timely and professional manner.
• Provide customer service and communicate professionally with students, faculty, staff, and other contacts.
• Assist with Microsoft 365 applications, including Outlook, Excel, Word, and Teams.
• Perform data entry, sorting, filtering, and maintain roster lists using Excel.
• Take accurate meeting minutes and distribute notes as needed.
• Assist with document preparation, filing, copying, scanning, and general administrative duties.
• Provide support for meetings, events, and other activities, including room setup and event logistics.
• Assist with virtual meetings using platforms such as Microsoft Teams and Zoom.
• Handle confidential and sensitive information with discretion.
• Follow up appropriately when confirmations or responses are delayed.
• Answer inquiries and requests in a timely manner.
• Manage multiple priorities while maintaining accuracy and professionalism.
• Remain calm, courteous, and professional when working under pressure.
• Support changing priorities and assist with additional administrative needs as required.

Qualifications & Skills

• Proficiency with Microsoft 365, including Outlook, Excel, Word, and Teams.
• Basic to intermediate Excel skills, including data entry, sorting, filtering, and maintaining lists.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and commitment to confidentiality.
• Customer service experience and strong interpersonal skills.
• Ability to work independently and manage multiple priorities.
• Strong problem-solving skills and a positive, professional attitude.
• Familiarity with Microsoft Teams, Zoom, and other virtual meeting platforms.
• Reliable, punctual, dependable, and adaptable.
• Professional demeanor with the ability to interact effectively with a variety of individuals.

Physical Requirements

• Ability to lift and carry up to 15 pounds.
• Ability to walk short distances across campus or event locations.
• Ability to go up and down stairs as needed for event setup and administrative support.
• Ability to stand for short periods during events and check-in activities.

Work Location: Vallejo, CA 94592. In person