OPS Administrative Assistant

Job Summary

The OPS Administrative Assistant provides clerical and administrative support to ensure efficient day-to-day operations within the department. This position supports faculty, staff, and students through coordination of administrative processes, communication, and record management. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced higher education environment.

Job Description

Typical duties include, but are not limited to:

• Provide general administrative support including scheduling meetings, managing calendars, and coordinating departmental activities
• Serve as a point of contact for students, faculty, staff, and external stakeholders; respond to inquiries in a professional and timely manner
• Prepare, review, and maintain documents, reports, and correspondence
• Assist with data entry and recordkeeping in university systems (e.g., Workday or internal databases)
• Support hiring and onboarding processes for OPS, student employees, or adjuncts as needed
• Coordinate logistics for meetings, events, and departmental functions (room reservations, materials, communications)
• Process basic financial or operational transactions such as purchase requests, travel documentation, or reimbursements
• Maintain office supplies and equipment; initiate orders as necessary
• Ensure compliance with university policies, procedures, and confidentiality standards

Other Duties

• Support departmental initiatives, committees, or leadership groups as needed.
• Perform other job-related duties as assigned.

Additional Job Description

Required Qualifications

• High school diploma or equivalent.
• Relevant administrative support experience (typically 4-6 years).
• Equivalent combination of education and experience may be considered.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office technology.

Preferred Qualifications

• Experience working in a higher education environment
• Familiarity with Workday or similar enterprise systems
• Strong customer service and interpersonal communication skills
• Ability to handle sensitive information with discretion
• Experience supporting multiple stakeholders or managing competing priorities

Knowledge, Skills & Abilities

• Knowledge of general office practices and administrative procedures.
• Basic understanding of budgeting and financial tracking principles.
• Strong interpersonal, verbal, and written communication skills.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• Ability to work independently and collaboratively in a team environment.
• Strong attention to detail and ability to maintain accurate records.
• Ability to learn new systems and adapt to changing processes.
• Demonstrated professionalism, discretion, and ability to handle confidential information.
• Ability to think critically, solve problems, and improve processes.