Administrative Assistant - Helms School of Government

Job description

An Administrative Assistant for the Helms School of Government provides administrative and operational support to departmental leadership, faculty, and programs. This role supports daily office functions, coordinates key activities such as travel and events, and assists with financial and communication processes to ensure efficient operations and alignment with Liberty University policies and the School’s mission, while adapting to evolving departmental needs. JOB SUMMARY The Administrative Assistant supports the Helms School of Government under the direction of the Dean and Director of Operations. Duties include but are not limited to receiving, managing, and enforcing imperatives of the Dean and Director focusing on human resources, organizational operations, and guest operations, and is the lead scheduler for all student and faculty trips. This position is supervised by the Director of Operations and is responsible for daily operations of the department including BuyLU purchasing of supplies and maintaining the appearance of the department. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES • Serves as a representative of the Director of Operations and is empowered to speak to issues as deemed necessary by the Director of Operations. • 1st contact for students and internships • Faculty Meetings and Minutes • Main custodian for HSOG Email • Buy-LU – purchasing of supplies • P-card reconciler for general, student, and professional development • Lead for work order submittal • Travel arrangements for guests (hotel, rental car, and contract) • Lead Team Student Travel booking (outbound travel) • Lead Classroom/professor led Travel booking (outbound travel) • Lead for pro-dev travel • Manages departmental operational tools and workflows (Microsoft Planner, Microsoft Form, etc.) • Coordinates communications and compliance for student and faculty travel • Supports contract and MOU processing • Provides administrative and operational support to faculty and academic leadership in alignment with university procedures. • Event Coordinator for Academic Welcome, guest lunches, student/club events, and academic related events • CFAW and M/F Prospective Student Events • Backup for submitting hiring requisitions in Workday • Dean Assistant Scheduler • Other responsibilities as required • Strictly adheres to Liberty University policies, representing the University in an exemplary manner. • Works effectively as a team member, embracing and fostering LU’s Christian model and Mission – Training Champions for Christ. SUPERVISORY RESPONSIBILITIES None QUALIFICATIONS AND CREDENTIALS Education and Experience • Bachelor’s degree required • 0-1 years of relevant experience required, 2+ years preferred • Advanced knowledge of Microsoft Office Applications • Institutional knowledge of Liberty University and its systems • Experience in managing multiple tasks and projects ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THE JOB Communication and Comprehension Ability to effectively communicate both verbally and in writing to convey clear, well articulated information. Ability to understand, speak, and write English in order to convey messages and correspond in an articulate and professional manner. Possess public communication skills that allow professional representation of Liberty University. Strong organizational skills. Computer skills. Problem Solving Intuitively able to reason, analyze information and events, and apply judgment in order to solve problems of both a routine and complex nature. Physical and Sensory Abilities May be required to travel as a chaperone for student trips locally and around the country. May be required to sit to perform deskwork or type on a keyboard. Regularly required to hear and speak in order to effectively communicate orally. Regularly required to stand, walk, and climb stairs to move about the campus. Handle materials, reach overhead, kneel or stoop in order to conduct business. Regularly lift 10 or fewer pounds. WORKING CONDITIONS Work Environment The working environment in which one will typically perform the essential functions of this position is a climate-controlled setting. It is well lighted, and the noise level is moderate. Working environment may include facilitation of events outdoors occasionally. Driving Requirements If the employee is required to travel in performing the duties and responsibilities of the position, the use of one’s personal vehicle (or LU vehicles) may be required for travel. Proof of a valid driver’s license, an acceptable DMV record, LU Driving Approval, and liability insurance is required when driving in the performance of the employee’s position. Time Type Full time Location Onsite Pay Range Compensation is determined based on factors such as qualifications, experience, education, skills, and certifications, along with University needs and external market conditions. Market benchmarks may be used, as appropriate, in combination with internal equity to ensure pay is fair and aligned with the broader compensation structure. The position may also be eligible for comprehensive benefits , including health insurance, retirement plans, and tuition assistance. $15.38 - $18.27 The University is an Equal Opportunity Employer. We believe it is our moral and legal obligation to meet the responsibility of ensuring that all management practices regarding employees are conducted in a nondiscriminatory manner. In compliance with Title VII of the 1964 Civil Rights Act, and other applicable federal and state statutes, all recruiting, hiring, training, and promoting for all job classifications will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including state of employment protected classes. It is, therefore, our policy and intention to evaluate all employees and prospective employees strictly according to the requirements of the job. All personnel related activities such as compensation, benefits, transfers, job classification, assignments, working conditions, educational assistance, terminations, layoffs, and return from layoffs, and all other terms, conditions and privileges of employment will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including all applicable state of employment protected classes. The University is a Christian religious-affiliated organization; and as such, is not subject to religious discrimination requirements. The University’s hiring practices and EEO discrimination practices are in full compliance with both federal and state law. Federal law creates an exception to the “religion” component of the employment discrimination laws for religious organizations (including educational institutions), and permits them to give employment practice preference to members of their own religious beliefs.