A Department Assistant provides administrative and clerical support to a specific department within an organization. This role is essential for ensuring the smooth operation of departmental activities and requires a combination of organizational, communication, and multitasking skills.Key Responsibilities:1. Administrative Support:• Perform general office duties such as answering phones, managing correspondence, and scheduling appointments.• Prepare, format, and edit documents, reports, and presentations.• Maintain filing systems and manage records, both electronic and paper.2. Coordination and Communication:• Serve as a point of contact between the department and other internal or external parties.• Coordinate meetings, conferences, and events, including booking venues and arranging logistics.• Facilitate communication within the department by distributing information and relaying messages.3. Data Management:• Enter and update data in databases and spreadsheets.• Compile and generate reports as required by department staff.• Ensure data accuracy and confidentiality.4. Project Assistance:• Assist with department-specific projects and tasks, providing support as needed.• Track project timelines, milestones, and deliverables.• Conduct research and gather information relevant to departmental projects.5. Resource Management:• Monitor and order office supplies and equipment.• Maintain inventory of department resources and ensure they are well-organized and accessible.• Coordinate with vendors and service providers for office needs.6. Customer Service:• Greet and assist visitors, clients, or customers, directing them to the appropriate department staff.• Address and resolve routine inquiries and issues from internal and external stakeholders.7. Compliance and Procedures:• Adhere to company policies and procedures, ensuring departmental compliance.• Assist in developing and implementing departmental procedures and guidelines.Skills and Qualifications:• Organizational Skills: Ability to manage multiple tasks and priorities efficiently.• Communication Skills: Strong verbal and written communication skills.• Attention to Detail: High level of accuracy in work and record-keeping.• Computer Skills: Proficiency in office software (e.g., Microsoft Office Suite) and familiarity with office equipment.• Interpersonal Skills: Ability to work well with others and provide excellent customer service.• Problem-Solving Skills: Ability to address and resolve issues independently.• Confidentiality: Ability to handle sensitive information with discretion.Education and Experience:• High school diploma or equivalent; additional administrative training or certifications are advantageous.• Previous experience in an administrative or office assistant role is preferred.Note:Onsite8AM to 4PMVIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
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