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Administrative Assistant
1 month ago
Job Summary
The Administrative Assistant will provide administrative support to the Vice Dean for Organizational Development and Innovation. The Incumbent will serve as a key administrative professional who will book travel needs, order supplies, provide event support for the team of professionals who work in the Organizational Development, Opportunity & Engagement, AI, Innovation, and Special Projects area. Minimum Qualifications High school diploma and 3 or more years of experience in business management, public administration, administrative services or equivalent combination of certification, training, education, and/or experience. Preferred Qualifications Bachelors degree and 1 year of relevant experience in business management, public administration, administrative services or equivalent combination of certification, training, education, and/or experience. Knowledge/Skills/Abilities Must be detail oriented, possess excellent verbal and written communication skills, and be able to maintain confidentiality all in a professional manner. Computer proficiency in Microsoft Office Suite.Key attributes include: Exceptional communication skills. Highly organized and able to prioritize tasks. Ability to work independently. Flexible and adaptable to manage shifting priorities in a dynamic environment. Knowledge of modern office practices, procedures, and equipment. Ability to always maintain a professional demeanor. Ability to maintain confidentiality and respect. Demonstrates a commitment to teamwork, self-awareness, professionalism, open/transparency, professional communication, and servant leadership. Proactively seeks opportunities to apply training, experience, knowledge, and skills as appropriate to meet emerging institutional needs. Communicates respect for others in the work environment, contributes to the development of a welcoming environment and positive college culture. Job Duties Job Duty Office Coordination
Provides support and coordination for the Vice Dean and other designated team members. Provides administrative support for designated operational committees to include the Board of Visitors, Opportunity and Engagement Committee, AI Working Group, and the Engaged Learning Working Group. Provides off-site administrative support for College of HRSM satellite locations, which may include processing paperwork, scheduling meetings, and event support.
Organizes meetings, including communication of agendas, call for materials, and compilation and timely distribution of meeting minutes on behalf of leadership. Coordinates meals for meetings and committees.
Drafts written documentation and correspondence for the office, screens and evaluates incoming and outgoing correspondence, and prepares responses as appropriate. Builds presentations using PowerPoint or other appropriate technologies. Provides office support, to include screening and handling telephone communications, greeting and directing visitors, and managing administrative problems and inquiries as appropriate. Essential Function Yes Percentage of Time 50 Job Duty Administrative Support
Schedules and coordinates appointments and/or travel, strategic and year-end reporting for Organizational Development and Innovation area. Orders supplies. Submits financial payment requests and documents on behalf of the Organizational Development and Innovation areas. Works with the HRSM Business Office to ensure suppliers are set up accurately with the University and paid on time for services rendered. Processes all travel and financial paperwork through the appropriate HRSM and University procedures. Develop forms and reports for the Innovation Tours and Innovation Fund. Essential Function Yes Percentage of Time 10 Job Duty Event Support
Provides event support at trainings, internal conferences, and event logistics, including organizing materials, catering, and communicating with invited guests.Gathers, enters, and/or updates data to maintain departmental records and databases. Establishes and maintains files and records for the office. Assists in the management of deadlines for various event timelines, reports, surveys, and responses. Maintains confidentiality of records and information. Keeps key stakeholders informed of deadlines and adjustments. Essential Function Yes Percentage of Time 20 Job Duty Training
Provides training and cross coverage for other administrative personnel during times of increased demand and/or absence. Assists with the onboarding of new employees, including the completion of paperwork to request badges, keys, and technology. Essential Function Yes Percentage of Time 15 Job Duty Other
Contributes to unit efforts by performing other related duties as assigned or required. Essential Function Yes Percentage of Time 5 Position Attributes Employees in Safety-Sensitive or Security-Sensitive positions will be subject to pre-employment and post-employment drug testing in accordance with University policy HR Drug and Alcohol Testing.
