Administrative Assistant - Administration - OFMD

About the role

Position provides administrative support and day-to-day office operations for the Vice Chancellor of Enterprise Physical Operations, Infrastructure, Capital Programs, and Real Estate. This role ensures consistent, integral, and accurate coordination of office processes, providing superior support to the Vice Chancellor and the administrative team.

Primary Duties & Responsibilities

• Encompasses approximately 75% scheduling/calendar management and 25% operations.
• Manages schedule coordination of diverse and complex appointments, meetings, and travel arrangements for the Vice Chancellor.
• Works collaboratively and effectively with C-suite campus partners.
• Schedules and maintains daily appointments, coordinate meeting details, and confirmations.
• Affords logistical support and preparation for meetings, including presentations, agendas, meeting minutes, arranging locations and meeting room reservations, catering, parking arrangements, materials, and communications.
• Maintains accurate and efficient filing of documents, prioritizing the Vice Chancellor’s files.
• Ensures all confidential administrative and correspondence files are maintained and available as needed.
• Typifies and composes a variety of documents, creates mail merges, and manages electronic and hard-copy files.
• Affords assistance with maintaining and updating pertinent contact information, directories, departmental lists, email lists, and databases.
• Receives, sorts, and distributes mail.
• Maintains office supply inventory, coordinating purchases as needed, and managing purchase order and work order requests applicable to office operations.
• Answers the phone and screens calls, providing information in accordance with organization policy.
• Greets and directs visitors, ensuring office confidentiality is always maintained.
• Responds to inquiries within the scope of responsibility using discretion and independent judgment to solve problems and resolve issues.
• Provides information and answers both internal and external inquiries about assigned processes and projects.
• Affords assistance with proofreading and editing various communications, presentations, reports, departmental information, program literature, and mailings; coordinates the printing, publishing, and distribution process as applicable.
• Prepares expense reports and reimbursement requests in accordance with guidelines.
• Provides support with scheduling conference rooms for the administrative team.
• Performs other duties as assigned.

Working Conditions

Job Location/Working Conditions Normal office environment. Physical Effort Typically working at desk or table. Repetitive wrist, hand or finger movement. Occasional lifting (25 lbs. or less). Ability to travel to various on- and off-campus locations. Equipment Office equipment.

Education

Required Qualifications High school diploma or equivalent high school certification or combination of education and/or experience.

Preferred Qualifications Bachelor's degree.

Skills

Not Applicable.