"Administrative Assistant"

Administrative Assistant

Position Summary:

The Administrative Assistant provides operational and administrative support to the Office of the Provost and Vice President for Student Experience, working closely with the Assistant to the Provost to ensure smooth daily operations of the division. This position serves as a primary contact for faculty and faculty-led committees, manages routine communications, coordinates logistics for events and meetings, assists with budget and records management, and provides reception and customer service.

The Administrative Assistant ensures all interactions reflect Gannon University's Mission and service standards of Respect, Well-Being, Engaged, and Seamless, and handles confidential information with professionalism and discretion.

Essential Functions

Faculty and Committee Support

• Serve as a primary contact for faculty and faculty-led committees reporting to the Provost and Vice President for Student Experience.
• Maintain current rosters of committees; provide administrative support to committee chairs.
• Assist with maintenance of SharePoint sites and distribution of communications to target audiences.
• Coordinate aspects of the University Promotion and Tenure process, generate Emeritus and Tenure Clock Extension letters, and ensure accuracy and confidentiality in all related documents.

Event and Program Assistance

• Support the Assistant to the Provost in planning and executing University Commencement activities across all campus locations; serve on the Commencement Planning Committee.
• Assist with the organization and execution of special events, academic conferences, and other division-sponsored initiatives.
• Coordinate event logistics, including room reservations, technology set-up, catering, and hospitality arrangements.
• Collaborate with the Marketing department to support the communication and promotion of events.

Budget and Administrative Operations

• Assist with budget preparation, monitoring, and reconciliation for the Division of Student Experience.
• Process and track purchase orders, invoices, PCard allocations, and travel reimbursements.
• Maintain accurate financial and operational records in compliance with University policies.

Communications and Office Management

• Compose and edit correspondence, reports, and meeting materials with attention to accuracy, formatting, and professionalism.
• Prepare and distribute agendas, presentations, and meeting minutes; follow up on action items.
• Provide reception and customer service, answering phones, greeting visitors, and responding to inquiries promptly and courteously.
• Coordinate office coverage to ensure the division is appropriately staffed during operating hours.
• Maintain office supplies and equipment inventory.
• Work closely with the Assistant to the Provost and other administrative professionals across the University to streamline processes and share best practices.
• Foster positive working relationships with faculty, staff, students, alumni, and external partners.

Other Responsibilities

Perform other duties as assigned in support of the University's mission and strategic goals.

Required Qualifications:

Education:

• Associate's degree from an accredited institution required.

Experience:

• Minimum of two years of administrative experience in a fast-paced, professional environment; higher education experience preferred.
• Demonstrated excellence in organization, attention to detail, and customer service.
• Proven ability to manage multiple priorities, maintain confidentiality, and work both independently and collaboratively.
• Event coordination and basic budget management experience preferred.

Skills and Competencies:

• Proficiency in Microsoft Office 365 Suite and ability to learn new software quickly.
• Strong written and verbal communication skills.
• Ability to interact effectively with diverse groups of people and manage competing priorities under tight deadlines.

Preferred Qualifications:

Education:

• Bachelor's degree preferred.

Experience:

• Minimum of two years of administrative experience in a fast-paced, professional environment; higher education experience preferred.
• Event coordination and basic budget management experience preferred.

Location: Erie, Pa
Employment Status: Full Time
Department: Academic Affairs
Division: Provost & Student Experience (AA)
Subdivision: Provost & VP for Student Experience
To apply, visit https://gannon.peopleadmin.com/postings/13997