Description:
Primary Duties & Responsibilities
- Schedules and maintains daily appointment calendars, coordinates meeting details and confirmations. Prepares travel expense reimbursement according to guidelines. Schedules diverse and complex appointments, meetings and travel arrangements. May prepare complex itineraries.
- Provides administrative support to various assigned staff.
- Types and composes a variety of documents, creates mail merges, and manages electronic and hard copy files.
- Edits, proofreads and occasionally drafts communications such as event schedules, PowerPoint presentations, departmental information, program/department literature and mailings; coordinates the printing, publishing and distribution process.
- Provides logistical support and preparation for presentations, training, interviews, workshops and special events that occur on- and off- campus (i.e. arranges location, orders food, assembles materials, schedules speakers, prepares sign-in sheets and name badges, arranges parking, etc.). Updates training materials, case studies, etc., as needed. Serves as point of contact for scheduling classrooms, lecture halls, conference rooms, or other spaces on campus.
- Tracks and monitors expenses for department. May assist in budget planning. May enter transactions in financial system; may approve transactions and run/review reports. Enters personnel/payroll information in HR system.
- May assist in preparing contract budgets, proposals, status reports, etc.
- Coordinates purchase order requests and work order requests along with equipment and coordinating the equipment set-up. Maintains office supply inventory and coordinates purchase of supplies with internal HR contacts and/or vendors, as needed.
- Maintains/updates contact information, directories, departmental lists, email lists, badges, and databases. May be responsible for updating/maintaining routine web pages and social networking sites.
- Answers phones, greets and directs visitors and ensures confidentiality of office is maintained at all times.
- Receives, sorts, and distributes mail.
- Performs other duties as assigned.
Preferred Qualifications
- Bachelor’s degree.
- Administrative experience in a fast paced corporate or higher education office environment.
- Demonstrated effective computer skills with experience using Microsoft Office Suite, including Word, Outlook, Excel, PowerPoint and Access.
- Effective verbal, written and interpersonal communication skills to deal effectively with a broad and diverse range of people.
- In-depth knowledge of office procedures.
- Ability to maintain confidentiality.
- Ability to work as part of a team, or independently.
- Effective organization skills.
Required Qualifications
- High school diploma or equivalent high school certification.
- Two years relevant work experience.