"Administrative Assistant (Office Manager)"

Administrative Assistant (Office Manager)

Department: Wellness Center

Salary: $43,000 - $48,900

Provides administrative staff support to a university executive. Organizes and coordinates activities of the unit.

1. Drafts correspondence, memoranda, speeches, position papers, program/grant proposals and other written documentation.
2. Assists in organizing activities of the unit, such as retreats, staff development, committee appointments, internship programs, awards ceremonies, etc.
3. Serves on committees and task forces as a representative of the unit.
4. Responds to information requests from internal and external agencies and offices and conducts research to assist in policy and program development.
5. May collect information and write and edit newsletter or news bulletins for the unit.
6. Participates in special projects and prepares a variety of statistical reports as needed.
7. Performs other job-related duties as assigned.

MQ: Requires a thorough understanding of both theoretical and practical aspects of an analytical, technical or professional discipline; or the basic knowledge of more than one professional discipline. Knowledge of the discipline is normally obtained through a formal, directly job-related 4 year degree from a college or university or an equivalent in-depth specialized training program that is directly related to the type of work being performed. Experience: Requires a minimum of three (3) years of directly job-related experience.

Position Summary

• Reports to the Director of Wellness and Health Promotion
• Serves as the first point of contact for the UH Wellness department within the Health and Wellbeing Portfolio of the Student Affairs Division.
• Provides exceptional administrative support and ensures the efficient day-to-day operations of the office
• Supports the department’s mission by facilitating smooth workflows, managing communications, and offering excellent customer service to students, staff, and stakeholders.

Key Responsibilities

Administrative Support

• Manage daily office operations, including opening and closing procedures.
• Maintain and organize department files, records, and documentation.
• Schedule and coordinate meetings, appointments, and events for the department.
• Prepare agendas, take minutes, and distribute materials for meetings as needed.
• Assist with budget tracking, purchase orders, and expense reporting.

Front Desk Operations

• Serve as the primary point of contact for in-person, phone, and email inquiries, providing accurate and timely information.
• Greet visitors, students, and staff in a professional and welcoming manner.
• Maintain a clean and organized front desk and lobby area.

Program and Event Support

• Provide logistical support for workshops, events, and health promotion initiatives, including room reservations, marketing materials, and participant registration.
• Assist with the creation and distribution of promotional materials such as flyers, brochures, and newsletters.
• Manage sign-ups, attendance tracking, and feedback collection for events and programs.

Communication and Collaboration

• Serve as a liaison between the department and other university offices.
• Monitor and respond to department email accounts and social media channels.
• Maintain and update the department website with relevant information and events.

Resource Management

• Order and maintain inventory of office supplies and promotional materials.
• Coordinate equipment maintenance and troubleshooting as needed.
• Oversee the checkout and return of department resources (e.g., health kits, display boards).

Preferred Qualifications

• Familiarity with health promotion concepts and wellness programming.
• Experience using university systems (e.g., PeopleSoft) and social media management tools.
• Experience with MS Planner
• Knowledge of budget management and procurement processes.
• College degree
• Familiarity with UH

Key Competencies

• Customer service orientation with a welcoming demeanor.
• Adaptability and problem-solving skills.
• Discretion and confidentiality in handling sensitive information.
• Initiative and the ability to work independently.

Working Conditions

• Typical office environment.
• May require light physical activity, such as setting up event spaces or transporting materials.

- Department is willing to accept education in lieu of experience.

- Department is willing to accept experience in lieu of education.