Job Description for the Administrative Assistant position. Review job description, requirements, and qualifications. Apply or register interest for the position.

Full-time staff position, Monday–Friday, 40 hours/week. Department: Finance and Administration. Location: Elon Campus, Elon, NC 27244.

About the role

The F&A Administrative Assistant provides administrative support to the Vice President/CFO and Associate Vice President, managing daily administrative operations and coordinating processes and procedures across multiple departments reporting to the Finance and Administration Office. The role requires exceptional organizational, interpersonal, and customer service skills via phone, email, and in-person contact, and involves maintaining confidential files and information.

Responsibilities

Calendar and Schedule Management

• Independently manage the VP's and AVP's daily and long-range workload and schedule, making decisions about appointments and engagements while prioritizing leadership time and availability.

Meeting and Event Coordination

• Prepare and collect meeting materials, coordinate room requests and reservations, and work with other departments to schedule individual meetings as well as university board and council meetings.

Communication and Correspondence Management

• Maintain the VP's and AVP's contact lists, handle correspondence, prioritize telephone calls and daily mail, and communicate diplomatically with internal and external constituents.

Financial Administration

• Manage, monitor, and track budget transactions (check requests, purchase requests, contracts, catering orders, expense corrections, transfer of funds).
• Allocate and reconcile procurement card charges for supporting staff in a timely manner.

Travel and Logistics Support

• Arrange travel plans, including flight and car services and related tracking, parking reservations, office supplies procurement, and other logistical details necessary for F&A Office operations.

Information Management

• Compile materials for the F&A Leadership Team, F&A Weekly Update for the President's Office, and Board of Trustees Committee meetings.
• Confirm and verify information with internal and external constituents to ensure accurate information flow.

Stakeholder Relations and Office Support

• Assist students, parents, alumni, friends of the university, and other stakeholders by providing solutions or appropriate referrals.
• Support university senior staff and the overall operation of the F&A office as needed.

Inclusive Community Building

• Demonstrate understanding of and engagement with Elon's foundational commitment to relationships, mentoring, and collaboration in a close-knit residential community.
• Participate in activities that foster an active and engaged campus environment (e.g., College Coffee, Numen Lumen, campus cultural events, athletic events, continuing education, professional development, employee resource groups).
• Engage in professional development to support diversity, equity, and inclusion through meaningful relationships and mentoring.

Additional Duties

• Delegate work assignments to student workers.
• Perform related duties as assigned, within scope of practice.

Requirements

Education and Experience

• Bachelor's degree required.
• 5 years' experience preferred.

Knowledge, Skills, and Abilities

• Experience with managing online software, data entry, and customer service.
• Knowledge of and experience with Microsoft Office (Word, Excel, PowerPoint, Outlook), with skills in word processing, data management, and customer service.
• Strong written and verbal communication skills.
• Effective time management, track record of punctuality, dependability, and strong work ethics.
• Ability to work independently and to establish relationships and function within a team.
• Excellent customer service skills and ability to respond effectively and compassionately with a diverse group of staff and colleagues across campus.
• Ability to manage multiple schedules, projects, and tasks simultaneously.
• Ability to adapt to new responsibilities in an evolving workplace.

Required Certifications

• A valid Notary Public commission is required as an essential function of this role.

Benefits

• 28 annual days off, including holidays and vacation.
• Immediate tuition remission for undergraduate courses.
• Tuition remission for approved graduate-level courses after 12 months of employment.
• Retirement plan with an 8% university contribution.
• Immediate eligibility for health, dental, and vision insurance, plus free acute care and lab services at the onsite Health & Wellness Clinic.
• Free use of campus fitness facilities.
• Free admission to musical and theater performances, guest speakers, religious and ethnic observances, recitals, art exhibitions, entertainment, and Division I Phoenix athletics.
• Tuition remission at Elon for spouses, qualifying domestic partners, and dependents begins after two years of service.
• After two years of employment, eligibility for the Tuition Exchange, a national scholarship exchange program enabling dependents to enroll at partner colleges and universities.