Administrative Support AST II

Job Description

Classification Title: Administrative Assistant II

Classification Minimum Requirements: High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Fiscal support:

• Drafts contracts, budgets, and reports with direction from supervisor.
• Processes purchasing and financial transactions related to program activities, such as receipts, invoices, expense reimbursements, PCard reconciliation and purchase requisitions/orders.
• Makes travel arrangements and processes reimbursements for students, staff, faculty, seminar and symposia speakers, and other invited guests.

Event Planning and Programmatic support:

• Provides logistical support for research, education and outreach program activities.
• Coordinates event planning, scheduling, set-up, and on-site coordination for Water Institute seminars, workshops, meetings and other events. Activities may include collecting participant registrations, room reservations and setup, catering orders, and managing all audio-visual and IT needs, including scheduling, setup, troubleshooting, and on-site support.
• Tracks event expenses; coordinates event billing and payment processes with fiscal/travel services unit.
• Assists with data collection and tracking for program evaluation, including contributions to annual reports and monitoring participant engagement and program impact.

Office management and administrative support:

• Provides general office support that includes managing inventory, mail and equipment.
• Assists with tracking program activities using project management tools.
• Serves as departmental liaison to the IT unit, facilities, and vendors.
• Maintains office calendars and shared scheduling tools; supports meeting scheduling and logistics.
• Coordinates onboarding processes for new staff, interns, and students.

Other duties:

• Other duties will be assigned based on the needs of the unit