Administrative Assistant II

Job Responsibilities

• Type and proofread general correspondence/documents including letters, memos, faculty and student recommendations, reports, proposals, posters, manuscripts for publication, exam papers, and lab manuals.
• May compose routine correspondence.
• Aid in department faculty searches by uploading candidate applications and recommendation letters, preparing and coordinating interview schedules, arranging travel and lodging, communicating details of visits, generating expense reimbursement requests, and writing letters to candidates.
• Aid in planning for guest speakers by managing travel, lodging, technology needs, posters, itineraries, and honorariums after engagements.
• Aid faculty members with purchase orders, invoices, disbursement requests, expense reports, corporate card transactions, or other financial requests. Generate monthly budget reports for faculty.
• Oversee Briggs Hall office budget.
• Reserve and approve rooms in the online room reservation system for classrooms and lab spaces; maintain master schedule of reservations; plan/arrange meetings for faculty members.
• Order and monitor stock office supplies. Distribute incoming mail. Prepare outgoing mail and special mailings. Maintain bulletin boards in science buildings as needed.
• Photocopy and/or scan various materials; assist faculty and students with office equipment operation. Oversee equipment check-out and troubleshooting. Purchase supplies for equipment and schedule service as needed.
• Make vehicle reservations for off-campus class projects/field trips and prepare necessary student travel paperwork.
• Support the Summer Research Coordinator for events related to research students and their faculty mentors. Collect and track information for student research projects and travel expenses, and complete necessary paperwork for payment.
• Act as Building Coordinator for Briggs Hall, Youngchild Hall, and Steitz Hall Science buildings. Work with Campus Security and Facilities Services on building maintenance and cleanliness. Coordinate with department chairs and the Associate Provost for office space assignments and moves. Monitor building maintenance and equipment usage. Handle lost and found items. Update directory signage, order supplies, and keys for new faculty.
• Assist faculty members with miscellaneous tasks and special projects as assigned, subject to approval by the Office of the Provost.

Required Qualifications

• High school diploma; additional education/training is preferred.
• A minimum of two years prior administrative assistant/clerical experience.
• Proficient in Microsoft products (Word, Excel, Outlook).
• Strong customer service, communication, and problem-solving skills.
• Demonstrate flexibility and willingness to perform duties wherever volume and priorities necessitate.
• Excellent organization, planning, and follow-through skills.
• Ability to multi-task.