ADMINISTRATIVE ASSISTANT

About the role

The Sandra Day O'Connor College of Law seeks a dynamic, self-starter for the Administrative Assistant position. The successful candidate will provide office clerical and administrative support to Faculty members and backup assistance to the Dean's Office.

Responsibilities

• Prepare classroom materials, notes, course descriptions, examinations, best/model answers, grade sheets, and posting of Canvas notices and first assignments.
• Generate correspondence, manuscripts, routine letters, and memos, and transcribe notes from rough drafts in a timely and accurate manner.
• Limited support for calendar and scheduling.
• Receive and distribute mail for faculty.
• Plan and arrange meetings and/or events and communicate arrangements to appropriate parties.
• Arrange necessary and extensive travel reservations and itineraries; anticipate and prepare background material as needed; complete travel documentation process, including entering trips into the Concur Travel System and the College of Law travel approval site to seek reimbursement for travelers.
• Prepare special/recurring reports containing sensitive information.
• Assist as needed as a point of contact to support incoming guests and miscellaneous requests.
• Maintain organized and up-to-date filing systems for documents and records.
• Aid in the preparation of presentations and materials for lectures and events.
• Cook up and coordinate with vendors and suppliers to purchase classroom materials and supplies.
• Prepare and compose confidential and sensitive correspondence and receive and screen telephone calls and visitors.
• Serve as a point of contact to support incoming guests and miscellaneous requests.
• Support team lead and back up as needed.

Qualifications

• Demonstrated knowledge of standard office policies and practices.
• Experience in multitasking in a fast-paced team environment.
• Knowledge of appropriate software including – Microsoft Word, Excel, PowerPoint, and Outlook; Google Docs, Sheets, and Slides.
• Experience working with confidential information or files.
• Experience in making travel arrangements and reimbursements – knowledge of Concur Travel System a plus.
• Experience in work that requires organization and attention to detail.
• Experience in supporting multiple people and handling multi-line phones.
• Experience in a higher education environment.
• Experience in internet research.
• Evidence of effective communication skills.