Administrative Secretary I

Job SummaryThe Administrative Secretary provides high-level administrative and operational support to the Associate Vice Chancellor for Equal Opportunity and Access. This position plays a vital role in ensuring the efficient and professional functioning of the office by coordinating complex activities with discretion and sound judgment. The role demands a high degree of confidentiality, organizational excellence, and the ability to work both independently and cooperatively. Essential Functions Provide comprehensive executive-level support to the Associate Vice Chancellor, including drafting, editing, proofreading, and formatting correspondence, managing complex calendars and meeting logistics, making travel arrangements and developing itineraries, and preparing confidential reports and briefings. Act as a direct liaison for the Associate Vice Chancellor to all executive area staff, campus administrators, deans, department heads, and President’s Office staff. Screen and prioritize incoming communications and requests, exercising discretion and confidentiality. Ensure timely responses and appropriate routing. Proactively ensure that the Associate Vice Chancellor is properly prepared for all meetings by assembling materials and documents as necessary. Manage day-to-day financial transactions for the office, including purchase orders, invoice payments, procurement cards, contracts, and travel reimbursements in accordance with university policies. Coordinate HR-related functions such as timekeeping, hiring processes, onboarding new staff, and liaising with the Director of Administration in the Office of Equity & Inclusion to advocate for departmental needs. Manage and coordinate special projects and initiatives as assigned by the Associate Vice Chancellor, collaborating with other parties and tracking milestones and deliverables to ensure successful and timely outcomes. Maintain equipment and inventory of office supplies and replenish as needed. Coordinate office operations by managing schedules, room reservations, and catering for meetings. Handle logistics such as space reservations, invitations (, Zoom), and setup of food and beverages. Prepare materials and record accurate minutes, distributing them as needed. Other Functions Identify opportunities to streamline administrative processes, improve efficiency, and enhance office operations. Make recommendations for procedural changes or enhancements as appropriate. Performs related duties as assigned or required to meet Department, Executive Area/Division, and University goals and objectives. Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure) High school diploma or equivalent with three (3) years of administrative office experience. An Associate’s degree or above may be substituted for one (1) year of required experience. Excellent organizational, communication, and interpersonal skills, with the ability to establish and maintain working relationships with a diverse population including administrators, faculty, staff, students, business executives, government officials, and the general public. Ability to work independently and effectively with a high degree of discretion in a confidential environment. Ability to work cooperatively and collaboratively as part of an effective team. Working knowledge of Microsoft Office, including Word, Excel, Outlook, and PowerPoint. Ability to learn and adapt to new software programs as needed. Ability to work effectively and efficiently under pressure to meet deadlines, handle multiple and/or difficult assignments, and prioritize tasks appropriately. Capability to independently resolve routine administrative issues and escalate complex matters appropriately. Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure) Prior experience working in a higher education administration environment. Knowledge of university policies and procedures. Physical Demands/Working Conditions Typical office environment activity. Work Schedule Monday – Friday, 8:30AM – 5:00PM Salary Information Non Unit Non-Exempt Grade 15.