Job Details

Overview:

This position reports to the Director of Organizational Excellence and Administrative Operations and performs a variety of complex and general administrative support functions for the Office of the Vice President for Administration (VPA). Due to the nature of issues/activities handled in the VPA office incumbent must use considerable judgment and discretion in handling complex and confidential issues. This position performs work independently and under general direction.

Position Summary:

• Plan and organize administrative support and office operations for office of Vice President for Administration (which includes Organizational Excellence and Title IX)
• Coordinate scheduling, training and work of student assistants; and coordinate office coverage during business hours
• Anticipate needs of VP and overall office by monitoring daily and weekly calendars
• Maintain and order office supplies, technology and equipment for use by the office
• Prepare and track purchase requisitions, direct pays, CPOs, ABJs, ProCard adjustment reports and other accounting documents. Maintain tracking of office and departmental expenses and open requisitions
• Maintain and reconcile budgets and other fiscal transactions using university supported accounting systems
• Handle logistics for meetings, conferences and special events, including location selection, catering, audio/visual needs and other general support activities
• Make travel arrangements for individuals or group travel. Process travel applications and claims, reimbursed though various organizations
• Provide administrative support and meeting/travel logistics for committees, candidates and consultants
• Welcome visitors, answer telephone calls, handle routine and standard requests independently
• Receive, screen and prioritize mail
• Maintain VPA filing system; tracking retention of records and timely disposal of records
• Serve as staff support for campus wide committees as needed; duties include maintaining rosters, recording and preparing minutes, sending meeting notices and coordinating appointment letters
• Update and maintain division list serves; assist with division wide communications
• Manage a wide range of operational and procedural activities which may require research, analysis and evaluation of information
• Prepare or edit general/routine correspondence, reports, email bulletins and other documents from rough draft to final form; responsible for proper format, accuracy, completeness and distribution
• Interact with all levels of the university including members of the President's Cabinet, Associate Vice Presidents, Deans, faculty and staff
• Serve as the Safety Coordinator for the VPA Office and maintain all emergency notification lists and plans
• Serve as backup to the executive assistant to the Vice President
• Assist with updates to division websites
• Other duties as assigned

Knowledge, Skills & Abilities:

• Thorough, detailed knowledge of applicable University infrastructure, policies and procedures
• Thorough knowledge of English grammar, spelling and punctuation.
• Thorough knowledge of professional office tools, methods, protocols and procedures
• Working knowledge of budget policies and procedures
• Problem-solving skills
• Excellent interpersonal and customer service skills
• Strong communication, verbal and written skills
• Ability to:
  • Use and quickly learn new office technologies including MS Word, Excel, Powerpoint and Google
  • Interpret and apply policies and procedures independently and use judgement to act
  • Use reasoning and judgement to develop practical, thorough and creative solutions
  • Produce accurate results and work in a fast-paced environment with frequent interruptions
  • Exercise judgement, maintain strict confidentiality and use discretion at all times
  • Work independently and as a member of a team
  • Work effectively with faculty, students, and staff from diverse ethnic, cultural and social-economic backgrounds
• A history of regular attendance and positive performance evaluations

Education and Experience:

• High School Diploma or equivalent
• Three years of progressively responsible administrative support experience with a wide variety of duties and responsibilities

Preferred Skills:

• Bachelor's Degree
• Experience working in higher education
• Experience extracting and analyzing financial data