Office Administrator

Division Administrative Support

Manage the division calendar; coordinate complex calendars by scheduling campus events information, in-person meetings, virtual meetings, and calls while demonstrating care for all details.

Manage impromptu requests to see staff and help prioritize commitments.

Clock in and out for staff members, manage office supplies, and ensure office equipment is in good working order.

Respond to various email correspondence and verify and maintain hours for student employees in Time Clock Plus.

Staff Onboarding

• Manage and oversee the onboarding of new staff, including setting up workspaces, including desks, computers, email, phones and phone numbers, and any other necessary equipment or supplies.
• Ensure employee has access to systems associated with the position, i.e., Blackboard, Banner, People Admin, and Time Clock Plus.
• Process forms including but not limited to PAR , stipends, and termination.
• Serve as a point of contact for new hires, answering questions, providing information, and directing them to the appropriate resources.
• Follow up with new hires to ensure they are settling in well and address any issues or concerns they may have during the onboarding process.
• Collect feedback from new hires about their onboarding experience and use it to improve the process.

VP Administrative Support

Provides administrative support and serves as the assistant to the Vice President for Intercultural & Student Affairs.

• Manage the daily calendar of the VP by scheduling internal and external meetings, travel, and events.
• Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations.
• Compile and/or prepare materials for meetings to ensure the VP is fully prepared for scheduled meetings and ensure that materials are accessible in a timely manner, including incorporating feedback from multiple sources, meeting minutes, or post-meeting action items.
• Record and transcribe all reports, meeting minutes, correspondence, handwritten copies, or primary source material.
• Oversee travel arrangements and itineraries; reconcile purchasing card expenses and reimbursements, ensuring compliance with university policies.
• Work closely and support the Vice President and the Division Budget Manager in providing oversight for various budgets and expenditures, reviewing and approving financial transactions.
• Aid with budget management tasks, such as tracking expenses, processing purchase orders, and reconciling accounts.