Administrative Assistant

Summary:

Serve as the Administrative Assistant to the Office of the Provost. Demonstrate skills in the area of academic affairs, and communications in Higher Education. Offer support and management of calendar, scheduling, posting via electronic platforms and preparation of correspondence, materials, and distribution. Provide excellent administrative support for the Office of the Provost. Must accurately track and monitor office expenses and provide timely reporting. Demonstrate fine ability for attention to detail, organization, time management and problem solving. Coordinate and interact with schools and departments across the university to meet deadlines; assure accuracy and security of information shared and posted.

Duties and Responsibilities:

• Perform a variety of administrative tasks including answering phone calls, drafting and distributing correspondence, calendar management, meeting coordination, travel coordination, handling ingoing and outgoing mail, and filing/copying.
• Post information into electronic and physical platforms for various committees, compile data for posting and follow up. (CAA, RTA, ACBOT, and BOT)
• Create social media content; design engaging posts and track performance analytics.
• Design, implement and distribute a monthly newsletter via Emma platform.
• Create event reservations using 25Live; update all times, locations, and resources as needed.
• Coordinate catering orders; ensure timely and accurate delivery.
• Design event brochures, flyers, programs, and advertisements in collaboration with our Graphics Specialist.
• Support the Office Manager in planning and executing Provost Office events including but not limited to: Fall Faculty Convocation, Commencement, Honors Convocation, etc.
• Support the Office Manager in maintaining accurate and timely management of all personnel files, correspondence and databases including but not limited to, faculty and chairperson appointments, faculty transcripts, faculty CV's, appointment letters and contract renewals.
• Assist Office Manager with completing tasks for the Gabelli Center for Teaching & Learning.
• Manage, track, and assist in the ordering of office supplies and merchandise.
• Review and process invoices and/or reimbursements within AvidXchange on a regular basis, ensuring that they are properly coded and allocated towards the correct cost centers.
• Take meeting minutes for various committees.
• Support office operations and projects including but not limited to; affiliation agreements, budgets, faculty files, annual academic program reviews, etc.
• Serve as the first point of contact by greeting office guests with professionalism and courtesy.
• Work directly with the Provost and Provost Office team to manage meetings, agendas and materials for special committees; maintain related files and support academic executives.
• Act as a liaison for the Office of the Provost, the academic schools, faculty, and the general public.
• Ensure that all documents are handled with confidentiality and filed accordingly.
• Other duties as assigned by the Provost.

Qualifications:

• Education: Bachelor's degree and two-five years of experience in administrative assistant/executive assistant positions. Related experience and training may be substituted for educational requirements.
• Experience: Three years of experience where the primary function of the position was administrative service and coordination of complex office duties.

About Iona University/EEO language

Founded in 1940, Iona University is a master's-granting private, Catholic, coeducational institution of learning in the tradition of the Edmund Rice Christian Brothers. Iona's 45-acre New Rochelle campus and 28-acre Bronxville campus are just 20 miles north of Midtown Manhattan. With a total enrollment of nearly 4,000 students and an alumni base of more than 50,000 around the world, Iona is a diverse community of learners and scholars dedicated to academic excellence and the values of justice, peace and service. Iona is highly accredited, offering undergraduate degrees in liberal arts, science and business administration, as well as Master of Arts, Master of Science and Master of Business Administration degrees and numerous advanced certificate programs. Iona students enjoy small class sizes, engaged professors and a wide array of academic programs across the School of Arts & Science; LaPenta School of Business; NewYork-Presbyterian Iona School of Health Sciences; and Hynes Institute for Entrepreneurship & Innovation. Iona also continues to be recognized in prestigious national rankings. Most recently for 2025, Iona has been named one of the nation's best colleges by The Princeton Review, The Wall Street Journal, Forbes and others. Additionally, U.S. News & World Report recognized Iona as one of top colleges for social mobility in the country, while Georgetown University's Center on Education and the Workforce (CEW) ranked an Iona degree in the top 5 percent nationally for long-term return on investment. Iona's LaPenta School of Business, meanwhile, is also accredited by AACSB International, a recognition awarded to just 6 percent of business schools worldwide.

Iona offers a comprehensive benefits package to all full-time employees that includes medical, dental, and vision insurance; flexible spending accounts; retirement plans; life insurance; short and long-term disability; employee assistance program (EAP); tuition remission; and generous time off. For more information on our benefits and working at Iona visit the Human Resources section of our website.

Iona University values and celebrates diversity and is committed to providing a welcoming and inclusive environment for all of our employees and does not tolerate discrimination based on any legally protected characteristic under applicable federal, state, or local laws. As an equal opportunity employer, Iona University encourages applications from qualified candidates who reflect the wider world in which we live.