Administrative Assistant III

About the role

The Administrative Assistant III supports the Associate Vice Chancellor (AVC) of Faculty & Academic Affairs and the AVC of Curricular Affairs and Student Achievement. This role also serves the Office of the Provost & Vice Chancellor.

Responsibilities

• Schedule appointments and meetings, assist with travel arrangements
• Create files for letters, memos, and reports using Microsoft Word and Excel
• Greet and assist visitors when they arrive in the office
• Schedule logistics and secure resources for meetings, conferences, travel, and operations
• Cookier event planning specifically for New Faculty Orientation, Titan Leadership Academy, Academic Open House events, professional development workshops, and other conferences and events
• Develop, send, receive, copy, and distribute communications to the appropriate entities according to established policies and procedures, maintaining confidentiality
• Keep track of all administrative deadlines to ensure submissions are completed on time and sent to the appropriate offices
• Prepare and audit complex records, edit documents, and review work done by others
• Support Higher Learning Commission (HLC) visit preparations and report submissions
• Complete and track payment requisitions
• Provide logistical support for events for CETL and attend Advisory Board meetings
• Support meeting arrangements and may take minutes
• Serve as a primary point of contact for individuals and groups, providing organizational information via phone, in person, and through other communication mediums
• Prepare and audit complex records, edit documents, and review work done by others
• Develop, send, receive, copy, and distribute communications to the appropriate entities according to established policies and procedures
• Develop, implement, and maintain methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Schedule logistics and secure resources for meetings, conferences, travel, and work unit operations

Qualifications

• Excellent written and oral communication skills
• Strong customer service skills
• Proficiency in the use of computers, including, but not limited to, electronic calendar and email systems, such as Outlook, MS Word, MS Excel, Adobe Acrobat
• Ability to interpret and apply University and System policies and procedures
• Ability to maintain confidentiality and work with sensitive information
• Proofreading skills, including recognizing discrepancies, problems, and errors
• Proven ability to work independently and in a team environment
• Demonstrated commitment to diversity, equity, and inclusion
• Previous work experience in a college or university setting
• Experience with University systems, policies, and processes
• High level of problem solving and decision making
• High level of critical thinking skills
• Ability to maintain multiple tasks and effectively organize work to meet many tight deadlines
• Ability to learn new or changed processes or applications quickly
• Ability to analyze problems objectively, to make effective recommendations and to assist with the implementation of solutions to these problems

Education

• Required: High school diploma
• PREFERRED: Associate's or Bachelor's degree

How to Apply

To apply, applicants must submit a resume and cover letter using the online application. Be sure to address each qualification in your application materials using specific examples from your work and education history. Applicants must complete all required fields and attach all required documents prior to submitting the online application. All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process.