Executive Operations Coordinator for Sean N. Parker Center

About the role

The Administrative Associate 3 position provides high-level support under minimal supervision for multiple faculty interfacing with senior internal and external groups, donors, and sponsors. Duties include establishing priorities, resolving administrative problems, and managing complex conferences, seminars, and events.

Responsibilities

• Act on behalf of supervisor, department manager, or chair in establishing priorities and resolving administrative issues.
• Oversee and perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking.
• Create, maintain, modify, and ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and websites.
• Plan and schedule calendars with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets utilizing specialized software and systems.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies.
• May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion.
• Plan and coordinate office moves and/or minor renovation projects.
• Lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Requirements

High school diploma and four years of administrative experience, or combination of education and relevant experience. Advanced computer skills and demonstrated experience with office software and email applications. Demonstrated success in following through and completing projects. Excellent organizational skills and attention to detail. Excellent verbal and written communication skills. Excellent customer service and interpersonal skills. Ability to prioritize, multi-task, and assign work to others. Ability to take initiative and ownership of projects. Ability to routinely and independently exercise sound judgment in making decisions.