Choose To Make A Difference:
Under general supervision, the Administrative Assistant assists with the day-to-day office operations of the department and performs a variety of administrative clerical support tasks as assigned, including scheduling meetings, executing expense reports, researching and booking travel, assisting with company events, researching and contacting vendors, creating and maintaining Excel spreadsheets to log pertinent data, ordering and picking up lunches for meetings, scanning, printing, and copying documents, and other ad hoc administrative tasks as needed.
Essential Functions & Responsibilities:
Performs administrative responsibilities by drafting correspondence and reports; communicates with management, faculty, staff, and students; maintains calendars; maintains office records and budgets; processes and reviews mail; arranges meetings, receptions, dinners, conferences, and travel arrangements to ensure professionalism and efficiency in all office operations.
Assists and coordinates the flow of incoming and outgoing communications by routing documents to and from appropriate parties including obtaining signatures, gathering and relaying information as needed, and returning signed documents to requestors.
Responsible for completing expense reports: gathering receipts, scanning and entering information in Concur or Excel, and reviewing
Assists department with company events; researches and arranges payment to vendors, caterers, venues, and conferences. Assists with event set-up and breakdown, and other miscellaneous event coordination.
Schedules organizes, and facilitates meetings and events with appropriate offices and agencies, advising/contacting participants or invited guests, preparing agendas and programs, and arranging for audiovisual and associated support equipment.
Orders and picks up meals and/or refreshments for meetings and other special events.
Coordinates travel for multiple team members including researching and booking flights, hotels, and transportation.
Prepares meeting materials, posts agendas, and takes minutes; maintains permanent records and files; adheres to established procedures relating to minutes, agendas, posting of notices, etc.
Promotes a positive image of the University by greeting and receiving visitors, responds to inquiries from diverse constituencies, receives, assesses, and provides information when applicable and/or refers inquiries or problems to the appropriate office or person, and follows up to determine the inquirer’s satisfaction with the response.
Coordinates incoming and outgoing mail distribution as instructed, and prepares labels, mailings, and Fed Ex packages.
Creates spreadsheets in Excel to enter and track information regarding a variety of ad hoc projects.
Maintains department records and files. Classifies and files correspondence, records and other regulatory documents.
Maintains established department policies, procedures and attends in-services and other required meetings.
Conducts job responsibilities in accordance with the standards set out in the University’s Code of Ethical Conduct, Compliance Agreement, Sexual Harassment Policy or any of its policies and procedures, applicable federal and states laws, and applicable professional standards.
Maintains regular and timely attendance, reports to work as scheduled and assures time worked and/or time-off is recorded properly.
Maintains confidentiality of all student, associate, and/or company information as required.
Exercises care, proper use, and maintenance of department equipment and supplies and identifies unsafe conditions, and makes appropriate adjustments.
Maintains order, cleanliness, and safety at work.
May perform other duties as assigned.
Minimum & Preferred Qualifications:
Required:
High school graduate or equivalent required.
Preferred:
Associates degree or coursework in accounting, administrative and personnel management, and data processing preferred.
Experience & Skills:
Required:
Proficient command of grammar, punctuation, spelling, and correct usage of the English language.
Comprehensive knowledge of office systems, practices, and administration.
Proficient skills and experience in Microsoft Office computer software systems that include word processing, spreadsheets, and presentation software.
Reception and telephone techniques.
Principles and practices of classifying, indexing, processing, retrieving, and controlling a large volume of records.
Record keeping, account maintenance, and purchasing practices and procedures.
Ability to manage and maintain issues/information in a highly confidential nature exercising professional tact and diplomacy.
Ability to multi-task and prioritize; demonstrate excellent organizational skills; follow through and attention to detail.
Ability to work independently, use initiative, and make substantive decisions quickly.
Ability to exercise good customer service skills.
Ability to demonstrate strong professional written and verbal communication and interpersonal skills.
Ability to self-direct, self-pace, multi-task and function well under pressure of deadlines and conflicting priorities.
Ability to work with individuals at all levels of the organization.
Ability to manage and work effectively in a highly ethnic and culturally diverse student and associate community.
Willingness to work a flexible schedule.
Ability to exercise good judgment.
Preferred:
A minimum of one year experience performing increasingly complex and highly responsible office and administrative/secretarial support work of which involved administrative support work in an academic or business office environment preferred.
Compensation:
$18.87-$25.50
Bonus Eligible:
No