Administrative Assistant for ILR Dean’s Office

About the role

The School of Industrial and Labor Relations (ILR) is seeking an Administrative Assistant for the ILR Dean’s Office. In this role, you will provide high-level administrative and operational support to the Senior Associate Dean for Research, Outreach, and External Relations, Associate Dean for Finance and Administration, and Assistant Dean for Student Experience and Wellbeing. You will also serve as the primary front office contact for the Dean's Office and act as backup support to the Dean's Executive Staff Assistant. As a key member of the team, you will serve as a communication hub connecting leadership, faculty, staff, students, and external stakeholders. You will manage complex calendars, coordinate meetings, prepare materials and correspondence, maintain confidential records, and support strategic initiatives across multiple units.

Responsibilities

• Provide comprehensive administrative support to Dean's Office leadership.
• Manage complex scheduling, meeting coordination, and calendar management.
• Prepare agendas, reports, presentations, and correspondence.
• Serve as the primary front office contact, delivering professional and responsive customer service.
• Cook up and support cross-functional projects, initiatives, and strategic activities.
• Maintain tracking systems, databases, and records; compile data for reports and presentations.
• Plan and coordinate meetings, events, and special programs.
• Manage space reservations and oversee event logistics, including catering, rentals, permits, and technology support.
• Serve as a liaison with campus service providers, vendors, and external partners.
• Aid in financial and administrative processes, including expense tracking, procurement, and project coordination.
• Assist with communications, office operations, and other administrative functions as needed.

Qualifications

• An Associate’s degree and two to four years of experience providing administrative support in an office setting, or an equivalent combination of education and experience.
• Demonstrated experience supporting senior leadership in a complex, fast-paced environment with competing priorities.
• Prioritizing and managing multiple tasks simultaneously while meeting deadlines in a high-volume, fast-paced setting.
• Anticipating needs, taking initiative, and exercising independent judgment in support of senior leadership.
• Strong interpersonal and communication skills, with the ability to interact tactfully and effectively with diverse groups of individuals, including students, faculty, staff, community members, and administrators.
• Excellent written and verbal communication skills, including proofreading, editing, and experience preparing meeting materials and meeting minutes.
• Maintaining a high level of confidentiality and handling sensitive information with discretion and professionalism.
• Outstanding organizational skills and strong attention to detail.
• Maintaining focus and productivity in a fast-paced and frequently changing work environment.
• Troubleshooting issues, adapting to changing priorities, and recommending process improvements.
• Coordinating events, meetings, or programs, including logistics such as space reservations, catering, vendors, audiovisual support, and event setup.
• Managing and coordinating multiple projects or initiatives simultaneously, including tracking timelines, deliverables, and follow-up actions.
• Working across teams or departments and coordinating with both internal and external stakeholders.
• Experiencing financial or administrative processes such as procurement, expense tracking, or budget coordination.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and strong experience with Outlook email and complex calendaring.
• Experience scheduling and supporting virtual meetings (e.g., Zoom or similar platforms).
• Experience working with web content tools (e.g., HTML or similar platforms) preferred.
• Ability to work occasional flexible hours to support events or operational needs.
• Occasional travel required.
• Experience modeling values that support inclusion, belonging, and wellbeing.
• Ability to advocate for individuals from a broad range of backgrounds.