Administrative Assistant

Overview

• Provide high-level administrative support to the Associate Vice President for Engagement & Belonging, ensuring operational efficiency and confidentiality.
• Manage daily workflows, coordinate meetings, and support engagement initiatives within a diverse campus community.
• Prepare reports, presentations, and communication materials to enhance office effectiveness and strategic priorities.
• Track and reconcile budgets, process financial transactions, and assist in fiscal documentation for initiatives and events.
• Maintain organized electronic files, records, and tracking systems related to office activities and partnerships.
• Coordinate logistics for meetings, events, and trainings, ensuring accessibility and technological requirements are met.
• Serve as a primary point of contact for employees, students, and community partners, fostering inclusivity and cultural responsiveness.
• Contribute to the development and implementation of engagement and belonging initiatives across the organization.

Key Responsibilities & Duties

• Greet and screen visitors, calls, and emails, maintaining discretion and confidentiality in all interactions.
• Monitor office email accounts, providing timely responses and appropriate guidance to inquiries.
• Support planning, coordination, and implementation of office initiatives and strategic priorities.
• Develop and prepare communication materials, including briefings, presentations, and meeting agendas.
• Organize and maintain documentation, calendars, and project tracking tools for efficient operations.
• Assist with event planning, logistics, and execution of office-sponsored activities and College-wide initiatives.
• Manage and monitor budgets, ensuring alignment with approved expenditures and policies.
• Process purchasing, invoices, reimbursements, and expense reports in compliance with organizational guidelines.
• Collaborate with team members to enhance workflow and operational effectiveness.

Job Requirements

• High School Diploma or GED required; additional certifications in administrative support are advantageous.
• Minimum of two years of administrative experience; five years preferred for advanced proficiency.
• Proficiency in Microsoft Office Suite and enterprise financial systems like PeopleSoft.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Demonstrated ability to maintain confidentiality and exercise sound judgment in decision-making.
• Experience supporting senior leadership and managing budgets effectively.
• Cultural responsiveness and customer service skills in diverse, multicultural environments.
• Ability to work independently while collaborating effectively within a team setting.