Administrative Assistant, AVP Research & Scholarship

About the role

The Administrative Assistant serves the Associate Vice President for Research & Scholarship by providing executive-level administrative support, coordinating office operations, coordinating communications and stakeholder engagement, supporting data gathering and reporting, and coordinating event and other project support. The Administrative Assistant will also support collaboration and communication across university leadership, faculty, research centers, and external partners for strategic initiatives related to research development and institutional engagement.

Duties And Responsibilities

• Manage complex calendars, scheduling, and coordination of meetings, appointments, and events.
• Prepare correspondence, agendas, presentations, reports, and other official documents.
• Cook up logistics for meetings, workshops, research events, advisory groups, and strategic initiatives.
• Maintain confidential files, records, and sensitive information with discretion and professionalism.
• Coordinate travel arrangements, reimbursements, and procurement activities in accordance with university policies.
• Aid in preparation and organization of materials related to research initiatives, funding opportunities, and institutional reporting.
• Track deadlines, action items, and follow-up activities related to strategic projects and initiatives.
• Maintain organized electronic and physical filing systems.
• Monitor and prioritize incoming communications and respond appropriately on behalf of the AVP when necessary.
• Aid in drafting and distributing communications, announcements, and informational materials.
• Provide excellent customer service and professional support to internal and external constituents.
• Support data management and reporting by assisting with data collection, organization, and preparation of reports related to research activities and institutional initiatives, including research-related metrics and surveys.
• Maintain accurate records, spreadsheets, and databases as needed.

Qualifications

• Demonstrated experience providing administrative or executive support in a professional office environment.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite and standard office technologies.
• Ability to handle confidential information with discretion and professionalism.
• Strong interpersonal skills and ability to work collaboratively with diverse stakeholders.
• Ability to work independently, prioritize tasks, and manage multiple deadlines.

Additional Considerations

• Experience in higher education, research, and/or academic environments.
• Experience supporting executive-level leadership.
• Familiarity with university administrative systems and travel or purchasing processes.
• Experience coordinating events, meetings, or institutional initiatives.