Administrative Assistant

Overview:

The position will report directly to the Executive Director for Strategic Partnerships and Engagement.

The responsibilities include scheduling internal and external meetings with faculty, students, and other stakeholders; comprehensive preparation for meetings and events including materials, assisting visitors/attendees; organizing and booking extensive domestic and international travel arrangements and itineraries; and travel expense reporting for the VDI and Executive Director and other team members.

Responsibilities:

Job Duties & Responsibilities:

• Organize and staff meetings and events: Schedule internal and external meetings with faculty, students, and other stakeholders. Prepare agendas, handouts and electronic materials for meetings, as well as manage logistics including scheduling, finding and reserving meeting and event spaces, arranging parking and A/V, handling room setup and cleanup, designing and/or producing meeting materials, assisting visitors, etc.
• Correspondence, reports and presentations: Respond to email inquiries and requests for information as needed. Gather information/materials for reports and high-level presentations including creating charts, tables and graphics; proofreading, editing and finalizing of materials. Information management. Update information in Salesforce, organize electronic files on the department shared drive.
• Travel logistics and expense reports: organizing and booking extensive domestic and international travel arrangements and itineraries; and travel expense reporting for the VDI and Executive Director and frontline team members. Submit and review expense reports, including preparing/submitting reimbursement requests in Concur.
• Assist with HR tasks such as onboarding and off boarding staff, approving time collection of casual employees, coordinating and maintaining department vacation/absence schedules; and maintain department out-of-office records in CALM and Outlook, as well as update team on CALM policies.
• Performs general office management responsibilities, including but not limited to office supply ordering & inventory, determining daily work priorities, onboarding suppliers, assisting with managing memberships and sponsorship details; distributing mail, maintaining office equipment; scheduling facility repairs and technical support for the office and staff.
• Serve as backup to the Assistant Director for Administration and Finance on the gift acceptance process of incoming gifts from corporations. This also includes working collaboratively with Professors, Department Managers/Staff, as well as other campus partners such as Advancement and F&T, to process gift paperwork, provide tax documents and banking information to donors, generate invoices, track payments, etc on an as needed basis. Candidate will learn Salesforce, Tableau, Stripes, Prime, IW, ERA, etc.

Qualifications:

• 3+ years of relevant work experience
• Must be professional, polished, well-organized, detail-oriented, accurate, and able to show discretion with confidential information
• Flexibility and a good sense of humor
• Excellent interpersonal skills
• Must be proactive and thorough in the completion of projects assigned
• Must show initiative and willingness to take on new projects and work independently as well as part of a team
• Must have excellent writing, grammar and proofreading skills
• A high level of proficiency in the Microsoft Office suite of applications, including Word, Excel, PowerPoint and Outlook
• Ability to manage a significant workload of multiple staff members and prioritize projects in a highly collaborative, fast-paced, goal oriented environment
• Ability to handle multiple projects simultaneously and to produce high-quality and compelling work products under tight deadlines
• 3+ years' experience from which compatible knowledge and ability have been acquired

• Ability to respond quickly to changing business needs and priorities
• Must be able to exercise independent judgment and make decisions based on established policies and procedures in supervisor's absence
• Experience with Salesforce is preferred.
• Strong Web searching skills required as well as the desire and ability to learn other electronic information systems and computer applications.
• An Associate’s degree or equivalent credentials are preferred.

KNOW YOUR RIGHTS

1. 25

Eligible for Overtime: No

Benefits Eligible: Yes

Probationary Period: 180 days

Essential Services Personnel (see policy for detail): No

Physical Capacity Exam Required: No

Valid Driver’s License Required: No

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