Administrative Assistant

Primary Duties and Responsibilities

• Budgetary Responsibilities - 45%
• Monitor revenue and expenditures
• Prepare monthly financial reconciliation reports
• Maintain budgets on computer systems for all accounts within the Butler Center for Service and Leadership
• Process and maintain accurate records of all documents related to purchasing, travel, interdepartmental requisitions, business expense reimbursements, check requisitions and work orders, including accounts payable and accounts receivable
• Aid approximately 30 student organizations, programming boards and student leaders with procedural issues and policies relating to accounts payable/receivable and funding
• Responsible for Year-End and monthly closing procedures for the Butler Center
• Manage and reconcile Purchasing Card transactions for departmental staff
• Assist with all department, Student Organizations, and programming purchases
• Act as liaison between the Butler Center, outside vendors, agencies, and other University Departments, including faculty advisors
• Prepare work schedules, monitor, and approve student hours using Workday, supervise daily assigned tasks, and assist with completing semesterly performance evaluations for each student employee
• Assist in coordinating departmental signature and reoccurring programs
• Support Student Life initiatives as needed
• Administrative Responsibilities - 30%
• Manage the daily operations of the department, including assisting students, organizations, faculty and staff with customer service issues and information related to Butler Center for Service and Leadership programs, Student Life, and the Division of Student Affairs
• Responsible for the advisement and management of several of the program boards and student organizations affiliated with the Butler Center for Service and Leadership
• Assist with planning and implementing events according to university policies and procedures
• Work with staff to hire, supervise, and evaluate 15 work-study students
• Complete onboarding processes for student workers, provide supervision, and approve timecards
• Maintain inventory of basic office supplies for the department, and complete orders as necessary
• Responsible for functioning of copier, faxes, and phones within the department
• Maintain office records, files, budgets, and correspondence
• Provide administrative support for (1) Director, (1) Associate Director, and (1) Assistant Director
• Prepare check requisitions for contracts for departmental events
• Programming Responsibilities - 25%
• Aid with the coordination and administrative requirements for meetings, student focused programs, lectures, special events, etc. (Includes some weekend and evening needs.)
• Coordinate and/or assist with the planning and implementation of large-scale, high-profile campus programs, including managing bus reservations for student organizations performing volunteer or service work in the community
• Work with the Butler Center Student Organizations by making purchases, approving purchases and supporting student projects
• Help maintain order in the fourth-floor storage room as well as the second floor storage closets
• Perform other duties as assigned

Knowledge, Skills and Abilities (KSA)

• Knowledge of MS suite (Word, Excel, PowerPoint)
• Knowledge of routine office practices and procedures
• Knowledge of simple data processing and transmission principles
• Ability to utilize computerized information systems
• Ability to read and decipher data on source documents to be entered
• Ability to enter and verify information with accuracy and a reasonable rate of speed
• Ability to understand and follow oral and written instructions
• Skill in data entry or typing

Education Requirements

• High school diploma or equivalent required
• Associate’s or Bachelor’s degree preferred

Work Experience Requirements

• Three to five years of progressive related experience in an office environment
• Experience in a higher education setting is highly desirable
• Possess computer-based technology skills with data management systems, word processing programs, and financial programs
• Demonstrated organizational skills in managing multiple priorities
• Strong written and verbal communication, interpersonal and customer service skill