Administrative Assistant III - Chancellor's Office

Position Summary

The Administrative Assistant provides essential administrative and reception support to a shared suite of leaders within the Office of the Chancellor. As a valued member of the broader administrative support team, this role is responsible for ensuring efficient office logistics and operations, while warmly welcoming and assisting all visitors and guests. The ideal candidate is a proactive and positive team player, capable of managing multiple priorities and performing daily tasks effectively, enabling leaders to focus on their responsibilities and ensuring the office functions seamlessly.

Job Description

• Serves as a central point of contact on behalf of executives.
  • Answers the central phone line/email, takes messages, directs calls and handles correspondence as deemed appropriate.
  • Keeps a thorough record of incoming calls, inquiries and messages to correspond with executives.
  • Maintains professionalism, positivity, and respect while handling inquiries and corresponding with stakeholders.
• Receives, sorts and distributes mail.
  • Manages access to secure suite, including buzzing guests using camera monitors.
  • Maintains confidentiality and discretion when handling sensitive visitor information, executive schedules, phone calls, and office activity.
• Covers front-desk during breaks, meetings, absences, or periods of high visitor volume to ensure consistent reception support.
  • Maintains the reception area of the suite and assists in keeping the area welcoming and pristine.
  • Manages order of supplies, keeps the suite well stocked, and coordinates repairs and maintenance requests with facilities and outside vendors.
• Coordinates engagement activities, communication, and catering for the Chancellor’s Office team and suite.
  • Initiates purchase orders (PO’s) and check requests, reviews and approves documents in Workday including ProCard expenses in a timely manner.
• Works on a collaborative team, handling office priorities as needed in partnership with administrative assistants/personnel.
  • Assists with set-up of executive meetings.
  • Manages reservations for four premiere conference rooms and drop-in office space.
  • Provides support as directed for executive recruiting in the Chancellor’s Office.
• Performs other duties as assigned.
  • Works on a collaborative team, handling office priorities as needed in partnership with administrative assistants/personnel.
  • Assists with set-up of executive meetings.
  • Manages reservations for four premiere conference rooms and drop-in office space.
  • Provides support as directed for executive recruiting in the Chancellor’s Office.
• Works on a collaborative team, handling office priorities as needed in partnership with administrative assistants/personnel.
  • Assists with set-up of executive meetings.
  • Manages reservations for four premiere conference rooms and drop-in office space.
  • Provides support as directed for executive recruiting in the Chancellor’s Office.
• Performs all duties in person on premises.
  • Normal office environment.
  • Ability to travel to various on and off-campus locations.
  • Physical Effort: Typically working at desk or table; Repetitive wrist, hand or finger movement; Occasional lifting (25 lbs or less).

Education

• Required Qualifications:
  • A high school diploma or equivalent high school certification or combination of education and/or experience.
• Preferred Qualifications:
  • A bachelor’s degree.
  • Five years of administrative support experience in a higher education/executive setting.
  • Demonstrated proficiency with computer applications and programs including Word, Outlook, Excel, PowerPoint and Access.
  • Excellent organizational and interpersonal communication skills to deal effectively with a broad range of people, including executives, dignitaries, and special guests to the university.
  • In-depth knowledge of office procedures.
  • Strong critical thinking, problem-solving, and attentiveness to detail.
  • Professional, diplomatic phone skills.

Skills

• Adaptability.
• Computer Literacy.
• Confidentiality.
• Financial Systems.
• Human Resources (HR) Software Systems.
• Independent Decision-Making.
• Interpersonal Communication.
• Learning Quickly.
• Microsoft Excel.
• Microsoft PowerPoint.
• Microsoft Word.
• Online Meeting Software.
• Organizing.
• Problem Solving.
• Professional Etiquette.
• Sound Judgment.
• Stress Management.
• Student Information Systems.
• Teamwork.
• Working Independently.
• Workload Prioritization.