Administrative Assistant II

This position provides administrative and programmatic support to the offices of Multicultural Student Services and McNair Scholars Program. It is partially funded by federal TRIO program grant funding from the Department of Education and is subject to annual review and reappointment based on performance criteria and availability of grant funding.

Responsibilities

• Assist with office correspondence and communication, including updating department mailings, emails, announcements, and reports.
• Coordinate department meetings, including agendas, minutes, room reservations, and calendar invites.
• Schedule meetings and make room reservations.
• Manage office supply inventory and equipment (including computers) under the supervision of the director.
• Assist with data collection for retention, grant, and departmental goals for reports and information requests.
• Train, schedule, and assist in the supervision of student workers, including verifying and submitting hours, creating processes, and setting expectations.
• Attend meetings and professional development opportunities as assigned.
• Serve on university or division committees.
• Assist in travel planning, cash advances, and processing expense reimbursements.
• Create and process university forms and documents (e.g., PIR, ASSA, Expense Reports, Food Approvals, Prize Approvals, Work Orders, Purchase Requisitions, IT Requisitions).
• Manage procurements for the department utilizing university systems.
• Utilize, assist, and document procurement card expenses for departmental purchases.
• Coordinate mass mailings and emails to assist in retention efforts.
• Compile and create invitation lists and distribute for events.
• Compose and develop marketing/invitations for special department programming.
• Manage incoming department telephone calls and serve as the first point of contact.
• Contribute to the department’s social media presence as assigned.

Requirements

• Experience as administrative support in an office setting.
• Competence with software such as Microsoft Office Suite (SharePoint, Excel, Outlook, and Teams).
• Bookkeeping and/or expense management experience.
• Excellent organizational, time management, prioritization skills, and attention to detail.
• Ability to work independently and collaboratively to set priorities and goals.
• Demonstrated experience establishing a work environment that affirms and embraces identities from all backgrounds.
• Strong verbal and written communication and interpersonal skills.
• Excellent work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness.
• Good judgment, including sensitivity to personal and confidential information.
• Willingness to learn technological tools used for expense processing, procurement, electronic agreements, and other software used in higher education.

Preferred Qualifications

• More than one year of experience as administrative support in higher education or a relevant field.
• More than one year of expense management experience.
• More than one year of computer skills and knowledge.
• Associate degree or professional certification.
• Knowledge of inventory/record keeping.
• Knowledge of and experience with procurement processes.
• Experience with event and/or travel planning.
• Ability to plan, assign, and supervise the work of others (e.g., student supervision).
• Demonstrated practice of enhancing professional skills through workshops, seminars, and training sessions.
• Experience working effectively with people across multiple levels of the organization, including students, faculty, and administrators.
• Experience working with populations from different ethnic, socioeconomic, and cultural backgrounds.

Benefits

• Paid vacation for 12-month positions.
• Flexible health insurance with low co-pays and good coverage.
• Paid holidays and paid sick days.
• Vesting in the retirement system after 5 years of employment, ensuring post-career income.

Pay

$18 per hour