Administrative Assistant

City of Kansas City•Kansas City, MO

About The Position

The Administrative Assistant supports the daily operations of the Senior Vice Provost for Student Success. Duties include managing calendars, preparing letters, planning focus groups and other events, taking notes at SVP leadership team meetings, supporting the College of Osteopathic Medicine Student Progress Committee, coordinating documentation and student requests for the Hardship Committee, and filling in during staffing shortages, such as a lack of proctors on heavy exam days. The role also supports seasonal projects, including accreditation document preparation. The position provides administrative and department support, including greeting and directing visitors, answering phones, routing and prioritizing mail, arranging meetings, maintaining spreadsheets and data, and responding to routine questions or referring more complex issues. It may also involve obtaining or verifying program data, providing technical assistance with system-processed information, preparing travel arrangements and expense reports, and helping organize and execute KCU events such as symposiums, meetings, and graduation. The role works under moderate supervision and clearly defined procedures at Level II.

Requirements

High school diploma or GED required.
At Level I, two years of experience as an administrative assistant supporting more than one person.
At least three years of experience in word processing and spreadsheets.
Ability to solve problems, prioritize, and multitask in a deadline-driven environment.
Experience answering phones in a professional environment.
Excellent organizational skills; detail-oriented and self-starting.
Ability to exercise good judgment and discretion.
Flexibility and ability to shift priorities as demands change.
Ability to work in a team environment and interact closely with team members.
Excellent interpersonal skills and ability to interact effectively and work efficiently with people at all organizational levels.
Excellent verbal and written communication skills.
Ability to handle multiple projects simultaneously in a deadline-driven environment.
High proficiency with PC-based software, including Microsoft Office Excel.
At Level II, four years of administrative assistant experience, including two years supporting more than one person.
Physical dexterity to use hands, arms, and shoulders repetitively to operate a keyboard and other office equipment, use a telephone, and access file cabinets or items stored at different heights, including overhead.
Ability to speak and hear well enough to communicate clearly and understandably in person, by telephone, and in group settings.
Ability to operate a personal computer continuously for extended periods of four or more hours.
Mental acuity to collect and interpret data, evaluate and reason, define problems, establish facts, draw conclusions, and make judgments and decisions.

Nice To Haves

Two years of college preferred.

Responsibilities

Support the daily operations of the Senior Vice Provost for Student Success, including calendar management and letter preparation.
Plan focus groups and other events, and take notes at SVP leadership team meetings.
Support the College of Osteopathic Medicine Student Progress Committee.
Coordinate documentation and student requests for the Hardship Committee.
Fill in when staffing shortages occur, including serving as a proctor on heavy exam days when needed.
Support seasonal projects, including accreditation document preparation.
Greet and direct visitors, answer phones and take messages, and provide information or appropriate referrals.
Review, route, and prioritize mail.
Arrange and coordinate meetings, including securing space and equipment.
Use word processing, spreadsheet, and database applications; develop and maintain spreadsheets and data as needed.
Obtain or verify information for unit program data, provide technical assistance concerning system-processed information, and resolve problems related to procedures and deadlines.
Resolve routine questions and problems and refer more complex issues to higher levels.
Provide administrative support by answering phones, typing, making travel arrangements, and preparing expense reports.
Help organize and conduct departmental events by securing space and equipment, arranging food, preparing announcements and agendas, maintaining inventory, setting up files, making travel arrangements and reservations, and assisting with other event needs.
Assist with planning and executing KCU events, including symposiums, meetings, and graduation.