Administrative Assistant

Job Duties

• Plans, coordinates, and administers administrative operations for assigned academic departments, including organizing workflows, maintaining official departmental records, and ensuring required documentation is accurate, complete, and compliant with university policies and procedures.
• Captures and coordinates departmental fiscal activities, including travel, procurement, and operating expenditures, by submitting faculty and student group travel and purchasing documentation, reviewing all documentation for accuracy and compliance, tracking expenditures, and applying applicable policies and procedures to resolve discrepancies.
• Captures and coordinates faculty instructional and academic operations across assigned departments by maintaining schedules, course materials, and documentation, and by resolving routine operational issues related to instruction using established procedures.
• Plans and coordinates meetings and events of assigned departments and associated committees and advisory boards by scheduling meetings, preparing and distributing materials, recording official minutes, and maintaining records to support departmental operations and continuity.
• Provides guidance and functional oversight to student employees and graduate assistants by assigning tasks, monitoring workflow and performance, and reviewing completed work for accuracy and timeliness in accordance with departmental procedures.
• Performs other duties as assigned.

Required Qualifications

• A high school diploma and work experience that is directly related to the area of employment.
• A bachelor’s degree may be substituted for the related work experience.
• Previous administrative experience at a University or K-12 school is preferred.

Preferred Qualifications

• Knowledge, Skills & Abilities:
• Command of Microsoft Office Suite (Word, Excel, SharePoint, Outlook).
• Ability to learn and apply new technologies.
• Knowledge of university policies, procedures, and administrative operations related to academic, fiscal, and program activities.
• Ability to work effectively with students, faculty, staff, and the public while exercising discretion and good judgment in interpreting and applying departmental and program policies and procedures.
• Ability to independently plan, organize, and coordinate multiple administrative processes and priorities across more than one department.
• Ability to work independently in implementing administrative procedures with minimal supervision.
• Ability to maintain accurate academic files and records with a high level of attention to detail.
• Effective oral and written communication skills.
• Strong time management skills and the ability to prioritize competing demands and meet deadlines.
• Ability to coordinate and monitor departmental budgets, expenditures, and related financial processes.
• Ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Ability to analyze and resolve routine administrative and operational issues using established procedures.