Administrative Assistant II - 529663
About The Position
The Administrative Assistant II provides administrative support for the operations of the Blackburn Institute. This role performs moderately complex and well-documented administrative tasks, acting as an office liaison and receptionist. Responsibilities include receiving and routing phone calls, emails, and guests, maintaining files, entering data, and drafting communications on behalf of supervisor/departmental staff. The position also involves reconciling P-Card/Concur for other staff/faculty against the departmental budget, performing simple budget monitoring/entry, and operating standard office equipment.
Requirements
- High school diploma or GED and two (2) years of administrative experience; OR associate’s degree or higher.
- Excellent customer service skills.
- Knowledge of database management and maintenance.
- Must be able to multi-task.
- Must have a general knowledge of all Institute activities to respond appropriately to questions from multiple constituencies.
- Written communications must be accurate, current, and complete in every detail.
- Oral communications must be customer-service friendly, keeping political and institutional implications in mind at all times.
- Demonstrated commitment to supporting all students.
Nice To Haves
- Knowledge of Banner Accounting Systems and University P-Card systems.
Responsibilities
- Serve as front office reception, answering phones, and responding to general inquiries.
- Communicate directly with prospective students and volunteers during student selections.
- Provide budget maintenance and oversight for multiple sources of revenue, track expenses in real time, produce financial reports, manage billing, and reconcile credit card statements.
- Execute vendor registration, department contracts, invoices, and professional services agreements.
- Maintain calendars and prepare and edit correspondence for the Executive Director.
- Provide functional guidance for student assistants in preparation for events and routine tasks.
- Make facility reservations, oversee event logistics, organize catering, plan travel, and manage program calendars.
- Coordinate routine correspondence with advisory board members on behalf of the Executive Director.
- Update advisory board information on all platforms, including Access, Qualtrics, Blackburn Connect, and the Institute's website.
- Produce reports to meet a variety of needs and extract data on demand basis.
- Complete required training and promote a safe, hospitable, and respectful workplace.
- Hold staff accountable for completion of required training.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
