Administrative Assistant II

Public institution founded in 1894 offering undergraduate and graduate programs and committed to diversity, inclusion, and social justice.

About the Role

Provide administrative and operational support to the Dean and staff of the School of Graduate, Online and Continuing Education (SGOCE). Serve as primary point of contact for students, faculty, staff, and visitors. Manage calendars, communications, meetings, and departmental processes to ensure efficient day-to-day operations and support academic and recruitment activities.

Responsibilities

• Answer phones and provide customer service to students, faculty, staff, and community visitors
• Provide executive administrative support to the Dean including calendar management, correspondence, scheduling meetings and events, securing rooms, and ordering catering
• Coordinate Graduate Council activities including meeting organization, note taking, proposal tracking, and website update requests
• Manage student petition process from intake to outcome communication
• Process stipends for special projects and coordinate student scholarship communications with Director of Operations
• Maintain current lists of program chairs and staff and distribute updates to stakeholders
• Maintain and track enrollment and promotional materials, and manage office supply orders and vendor liaison tasks
• Coordinate registration for conferences and events, and assist with employee reimbursement processing
• Oversee graduate assistant hiring processes in collaboration with Director of Operations
• Coordinate faculty evaluations, send reminders, and process payment for completed evaluations
• Reconcile departmental credit card charges and create requisitions/purchase orders to ensure timely invoice payment
• Organize and maintain shared drive and electronic files; supervise and train student workers as needed
• Assist with collection and tracking of course syllabi and other academic documentation
• Perform other duties as assigned within the Administrative Assistant II specification

Requirements

• Minimum three years full-time or equivalent part-time experience in office management, administration, business administration, or related field; educational degree may substitute for experience
• Excellent computer skills; working knowledge of Google Suite and Microsoft Office with emphasis on Word and Excel preferred
• Familiarity with student records systems such as Banner preferred
• Ability to maintain discretion with confidential information and work collaboratively with diverse populations
• Experience managing budgets, processing invoices, and maintaining filing systems
• Strong organizational skills, ability to multitask, and work with minimal supervision
• Excellent verbal and written communication skills
• Ability to satisfactorily pass CORI and other background checks

Work Environment

• On-site full-time position supporting academic and administrative operations within SGOCE
• May require occasional evening or event work; ability to interact with students, faculty, staff, and external vendors

Pay

Bi-weekly pay rate: $2,405.69 (Grade 17, Step 01) = $62,547.94 annually

Benefits

• Full-time, non-exempt, benefits-eligible AFSCME position
• Comprehensive benefits including multiple pre-tax health plan options, competitive retirement plan, life insurance, long-term disability, dental insurance
• Accrued vacation and sick days, personal days, paid holidays
• Tuition remission for employee, spouse, and dependent children