Office Assistant

Position Summary

The Office Assistant for the Office of Strategic Communications serves as the first point of contact and the welcoming face of the department. This position will also provide periodic administrative support for the associate vice president and vice president of Learning Resources Management. This role supports a dynamic, multidisciplinary Strategic Communications team including web, marketing, public relations, creative services, video and photography. The Office Assistant will ensure smooth daily operations for Strategic Communications. This position also provides occasional executive-level administrative support to the vice president (VP) and associate vice president (AVP) of Learning Resources Management (LRM). The LRM division includes Facilities, Human Resources, Business and Financial Resources, Strategic Communications and Public Safety and Police. The ideal candidate is organized, proactive, detail-oriented and comfortable juggling a variety of administrative, creative and relationship-driven tasks including greeting and scheduling.

Job Duties and Responsibilities

Administrative Support

• Provide support to the team of Strategic Communications including scheduling, communications and planning.
• Foster team approach and convey spirit of cooperation to ensure the efficient and effective operations of the Strategic Communications department.
• Prepare agendas, take minutes and handle logistics for meetings.
• Manage confidential information with discretion and professionalism.
• Provide high-level support to the executive director, including calendar management, meeting preparation, document formatting, scheduling, follow-up, budget requisitions and correspondence; anticipate executive needs and ensure timely follow-through on priorities, commitments and distribution of communications.
• Provide occasional high-level support to the vice president of Learning Resource Management and the associate vice president of Learning Resources Management, including calendar management, document formatting, purchasing requisition input, travel and expense management and departmental budget management.

Operational Support for Strategic Communications

• Serve as the primary office contact, greeting visitors, responding/distributing inquiries and representing the department in a positive and professional manner.
• Support the Executive Director and staff to provide a positive reputation of the office at all times.
• Provide administrative support for directors and the full Strategic Communications team, including calendar coordination, meeting planning, travel arrangements and budget/expense management.
• Maintain office supplies, equipment and shared calendars.
• Manage the inventory, ordering and distribution of college-branded giveaway items.
• Manage display rentals and college digital signage uploads.
• Proactively support cross-team needs to ensure smooth day-to-day operations.
• Act as a liaison between Strategic Communications, the Vice President’s office and internal/external partners, vendors and community members.
• Serve as liaison to IIT for department technology needs.

Financial Duties

• Track expenses, manage purchase orders, process invoices and work with vendors to ensure timely payments.
• Assist with budget monitoring and financial documentation.
• Handle purchasing and financial tracking for giveaway inventory.

Marketing, Web and Social Media Support

• Manage spreadsheets to track content contributors and subject matter experts for various areas of the website, conducting a semiannual review.
• Make minor website content updates as assigned by the web content team, and, as needed, monitor the web ticketing system for website content update requests.
• Using tracking software, monitor and correct misspellings on the website.
• As needed, assist in updating the website calendar; assist with basic content scheduling, monitoring social channels, collecting analytics and supporting campaigns alongside the social media and marketing teams.

Creative and Technical Support

• Access and use digital assets, including photos, videos and creative files, for fast requests, such as development of PowerPoint presentations and other communications.
• Remain current with college brand standards and effectively communicate the standards when necessary.

Required Qualifications

• High School Diploma/GED
• Minimum of two years of experience providing administrative support, preferably including executive-level support
• Excellent interpersonal, communications and customer service skills.
• Strong organizational skills, accuracy and attention to detail.
• Ability to plan ahead in anticipation of team and partner needs, manage shifting priorities and work independently.
• Experience with and knowledge of budgeting, invoices and related financial processes.
• Strong working experience with Microsoft Office Suite tools as well as virtual meeting tools and support.
• Ability to work in person 3-4 days/week

Preferred Qualifications

• Experience in higher education, government or nonprofit settings.
• Understanding of brand guidelines, communications workflows, proofreading and creative production processes.
• Familiarity with project management tools and digital content management systems.
• Basic experience/knowledge with graphic design tools in the Adobe suite, marketing and social media platforms.

Department: Strategic Communications

Campus Location: Arnold/Main Campus

Salary Range: $22.66-$28.32/hr

Hours Per Week: 40

Position Type: Full-Time Staff, Non-Exempt

Work Mode: This position requires some regular in-person presence on campus or at alternative locations, depending on business needs of the office.