Administrative Assistant II - 530282
About The Position
The Administrative Assistant II provides administrative support for the operations of unit. Performs moderately complex and well documented administrative tasks. Acts as office liaison/receptionist. Receives and routes phone calls, emails, and/or guests. Maintains files and enters data. Drafts and sends communications on supervisor/departmental staff behalf. Reconciles P-Card/Concur for other staff/faculty against departmental budget. Performs some simple budget monitoring/entry. Operates standard office equipment such as personal computers, copiers, fax machines, etc. The Administrative Assistant provides administrative, financial, and operational support for Student Life Communications & External Engagement. This position manages departmental budgets and financial records, processes purchases and travel expenses, maintains constituent and donor records in Denny CRM, and coordinates vendor relationships and brand approvals. The position also supports office operations through meeting coordination, correspondence, records management, supply ordering and work order submission. The administrative assistant serves as a key resource for departmental business operations and helps ensure the efficient day-to-day functioning of the office.
Requirements
- High school diploma or GED and two (2) years of administrative experience; OR associate’s degree or higher.
- Knowledge of administrative and office management practices, financial processes and business operations, including budgeting, reconciliation, purchasing and recordkeeping.
- Ability to interpret and apply University policies and procedures related to finance, procurement, travel and operations.
- Strong organizational, time management and problem-solving skills, with the ability to manage multiple priorities while maintaining a high level of accuracy and attention to detail.
- Proficiency with Microsoft Office applications, particularly Excel, and the ability to learn and utilize University systems and databases.
- Ability to maintain confidential and sensitive information with discretion.
- Strong written and verbal communication skills, proofreading ability and excellent customer service skills.
- Ability to work independently and collaboratively while managing competing deadlines.
- Demonstrated commitment to supporting all students.
Nice To Haves
- Bachelor's degree.
- Experience managing budgets, maintaining shadow ledgers, reconciling accounts, processing invoices or preparing financial reports.
- Experience with purchasing, procurement, contracts, vendor management and travel coordination.
- Advanced proficiency in Microsoft Excel, including tracking, reporting and reconciliation functions.
- Experience maintaining constituent, donor, customer or alumni databases, preferably within a CRM system.
- Experience generating reports, managing data and ensuring data accuracy and integrity.
- Experience providing administrative support in a higher education, nonprofit, communications, marketing, development or business environment.
- Demonstrated ability to manage multiple projects and competing priorities in a fast-paced setting.
Responsibilities
- Acts as office liaison/receptionist.
- Receives and routes phone calls, emails, and/or guests.
- Maintains files and enters data.
- Drafts and sends communications on supervisor/departmental staff behalf.
- Reconciles P-Card/Concur for other staff/faculty against departmental budget.
- Performs some simple budget monitoring/entry.
- Manages departmental budgets and financial records.
- Processes purchases and travel expenses.
- Maintains constituent and donor records in Denny CRM.
- Coordinates vendor relationships and brand approvals.
- Supports office operations through meeting coordination, correspondence, records management, supply ordering and work order submission.
- Serves as a key resource for departmental business operations and helps ensure the efficient day-to-day functioning of the office.
Benefits
- Consideration for employment or volunteer status without regard to any legally protected basis and will not be discriminated against because of their protected status.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
