Administrative Assistant - Administration - OFMD

Scheduled Hours

40

Position Summary

Position provides administrative support and day-to-day office operations for the Vice Chancellor of Enterprise Physical Operations, Infrastructure, Capital Programs, and Real Estate. This role ensures consistent, integral, and accurate coordination of office processes, providing superior support to the Vice Chancellor and the administrative team.

Provides office, document preparation, budget/financial, and administrative support for an individual, department, office, or designated staff group.

Job Description

Primary Duties & Responsibilities:

• Encompasses approximately 75% scheduling/calendar management and 25% operations.
• Manages schedule coordination of diverse and complex appointments, meetings, and travel arrangements for the Vice Chancellor. Works collaboratively and effectively with C-suite campus partners. Schedules and maintains daily appointments, coordinate meeting details, and confirmations.
• Assists with logistical support and preparation for meetings, including presentations, agendas, meeting minutes, arranging locations and meeting room reservations, catering, parking arrangements, materials, and communications.
• Maintains accurate and efficient filing of documents, prioritizing the Vice Chancellor’s files. Ensures all confidential administrative and correspondence files are maintained and available as needed.
• Types and composes a variety of documents, creates mail merges, and manages electronic and hard-copy files.
• Assists with maintaining and updating pertinent contact information, directories, departmental lists, email lists, and databases.
• Receives, sorts, and distributes mail.
• Maintains office supply inventory, coordinating purchases as needed, and managing purchase order and work order requests applicable to office operations.
• Answers the phone and screens calls, providing information in accordance with organization policy. Greets and directs visitors, ensuring office confidentiality is always maintained.
• Responds to inquiries within the scope of responsibility using discretion and independent judgment to solve problems and resolve issues. Provides information and answers both internal and external inquiries about assigned processes and projects.
• Assists with proofreading and editing various communications, presentations, reports, departmental information, program literature, and mailings; coordinates the printing, publishing, and distribution process as applicable
• Prepares expense reports and reimbursement requests in accordance with guidelines.
• Provides support with scheduling conference rooms for the administrative team.
• Performs other duties as assigned.

Working Conditions:

Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically working at desk or table.
• Repetitive wrist, hand or finger movement.
• Occasional lifting (25 lbs. or less).
• Ability to travel to various on- and off-campus locations.

Equipment

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (2 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

Preferred Qualifications

Education:

Bachelor's degree

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Business Acumen, Computer Literacy, Critical Thinking, Customer Service, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Teams, Microsoft Word, Office Procedures, Oral Communications, Organizational Commitment, Professional Integrity, Sound Judgment, Strive for Excellence, Teamwork, Working Independently, Written Communication, Zoom Video

Grade

G07-H