Administrative Assistant III

About the role

The Administrative Assistant III provides technical and administrative support to the Dean’s Office and the Office of Fiscal Services. The position functions under minimal supervision, independently performing challenging work in a high-volume, fast-paced environment.

Responsibilities

• Design and implement efficient organizational systems for managing documents.
• Maintain hard copy files, electronic records, and databases.
• Process requisitions and purchase orders in Banner, and submit vendor invoices and reimbursements in Emburse.
• Lead the planning of logistics and provide administrative support for events, special guest visits, receptions, retreats, and meetings for the Dean’s Office.
• Aid the Executive Assistant with managing sponsorships from the Law Community Relations fund.
• Aid the Executive Assistant in managing the Dean’s office utilizing discretion and independent judgment in the performance of job duties including but not limited to:
  • Composing and editing routine/non-routine correspondence, presentations, agendas, nominations for awards, and reports as assigned by the Dean.
  • Conducting research, proof/formatting articles, reports, memos, etc.
  • Maintaining the law school’s organizational chart, coordinating office procedures.
  • Assisting in maintaining department budgets as needed: tracking expenditures, accounts payable, reimbursements, and managing miscellaneous vendor accounts.
  • Cooking and coordinating travel arrangements, both domestic and international, for business-related events and activities, while supporting a seamless functioning of the Dean’s calendar, prioritizing multiple meetings, administrative events, travel plans, and other appointments.
  • Serving as key contact for the Dean’s Office, greeting guests, managing requests for information, answering phones, and determining the priority of calls, messages, and mail while collaborating with other administrative staff to use resources efficiently.
  • Ordering and maintaining office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and verifying receipt of supplies.
  • Managing the faculty hiring process by working with department chairs to create the interview schedule, reserving rooms in EMS, coordinating catering with Bon Appetite, collaborating with IT, arranging travel accommodations, and assisting with interview-day logistics.
  • Ensuring the operation of office equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
  • Aiding the Finance Department with Budget and Finance related duties including but not limited to:
    • Issuing monthly Banner Budget reports to departments.
    • Reconciling various budgets to Banner, processing Journal Entries, and assisting with managing Activity Codes for the Law School.
    • Aiding with Grant related billing, invoicing, reconciliation of payroll and expenses, and audit related inquiries.
    • Updating data for Budget forecasting and projection process.
    • Handling confidential information with discretion and in compliance with FERPA regulations.
    • Resolving routine problems with minimal consultation; handling multiple assignments and prioritizing in a constantly changing work environment; recognizing and improving administrative processes as needed.
    • Assisting with special projects and other duties as assigned.

Requirements

• Two (2) years of post High School education.
• Three (3) years of administrative office experience.
• Bachelor’s degree (preferred).
• Experience in the maintenance of confidential records and knowledge of office management principles and procedures.
• Five (5) years of increasingly complex administrative experience.
• Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
• Excellent communications and interpersonal skills, as this position will interact regularly with both the campus community and the public.
• Advanced English and composition skills, as well as the capacity to exercise diplomacy and deal effectively with a variety of situations in a calm precise way.
• Ability to create, compose and edit reports, letters, and other materials.
• Ability to multi-task, organize resources, and establish priorities in a fast-paced, demanding environment.
• Assume responsibility and work effectively with minimum supervision.
• Ability to coordinate a variety of professional activities, correctly interpret and explain policies and procedures, and work well with tight deadlines while maintaining complete confidentiality.
• An exemplary work ethic and commitment to the mission and goals of the Law School.
• Knowledge of planning and scheduling techniques, budget and general accounting practices, voice and e-mail communication systems.
• Advanced Word, Excel, and PowerPoint skills (preferred).

Qualifications

• Two (2) years of post High School education.
• Three (3) years of administrative office experience.
• Bachelor’s degree (preferred).
• Experience in the maintenance of confidential records and knowledge of office management principles and procedures.
• Five (5) years of increasingly complex administrative experience.
• Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
• Excellent communications and interpersonal skills, as this position will interact regularly with both the campus community and the public.
• Advanced English and composition skills, as well as the capacity to exercise diplomacy and deal effectively with a variety of situations in a calm precise way.
• Ability to create, compose and edit reports, letters, and other materials.
• Ability to multi-task, organize resources, and establish priorities in a fast-paced, demanding environment.
• Assume responsibility and work effectively with minimum supervision.
• Ability to coordinate a variety of professional activities, correctly interpret and explain policies and procedures, and work well with tight deadlines while maintaining complete confidentiality.
• An exemplary work ethic and commitment to the mission and goals of the Law School.
• Knowledge of planning and scheduling techniques, budget and general accounting practices, voice and e-mail communication systems.
• Advanced Word, Excel, and PowerPoint skills (preferred).

Skills

• Two (2) years of post High School education.
• Three (3) years of administrative office experience.
• Bachelor’s degree (preferred).
• Experience in the maintenance of confidential records and knowledge of office management principles and procedures.
• Five (5) years of increasingly complex administrative experience.
• Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
• Excellent communications and interpersonal skills, as this position will interact regularly with both the campus community and the public.
• Advanced English and composition skills, as well as the capacity to exercise diplomacy and deal effectively with a variety of situations in a calm precise way.
• Ability to create, compose and edit reports, letters, and other materials.
• Ability to multi-task, organize resources, and establish priorities in a fast-paced, demanding environment.
• Assume responsibility and work effectively with minimum supervision.
• Ability to coordinate a variety of professional activities, correctly interpret and explain policies and procedures, and work well with tight deadlines while maintaining complete confidentiality.
• An exemplary work ethic and commitment to the mission and goals of the Law School.
• Knowledge of planning and scheduling techniques, budget and general accounting practices, voice and e-mail communication systems.
• Advanced Word, Excel, and PowerPoint skills (preferred).

Benefits

Not specified.

Pay

$20.16 - 26.70 per hour.

Schedule

Standard business hours.