Administrative Assistant

Kansas City University•Kansas City, KS

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 Senior Vice Provost leadership team meetings, supporting the College of Osteopathic Medicine Student Progress Committee, coordinating documentation and student requests for the Hardship Committee, and providing coverage 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 departmental support, including greeting and directing visitors, answering phones, handling mail, arranging meetings, maintaining data and spreadsheets, and helping organize institutional events and activities. Responsibilities vary by level: Level II includes all Level I duties and additional administrative, event coordination, data processing, and technical support responsibilities.

Requirements

High school diploma or GED.
For 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, attention to detail, and ability to work as a self-starter.
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.
For Level II: meet all Level I qualifications and have four years of administrative assistant experience, including two years supporting more than one person.

Nice To Haves

Two years of college (preferred for Level II).

Responsibilities

Support the daily operations of the Senior Vice Provost for Student Success.
Manage calendars and prepare letters.
Plan focus groups and other events.
Take notes at Senior Vice Provost leadership team meetings.
Support the College of Osteopathic Medicine Student Progress Committee.
Coordinate documentation and student requests for the Hardship Committee.
Provide coverage during staffing shortages, including serving as a proctor on heavy exam days.
Support seasonal projects, including accreditation document preparation.
Greet and direct visitors, answer phones, and take messages.
Answer questions about department terminology, organization, and supervisor responsibilities, and make appropriate referrals.
Review, route, and prioritize mail.
Arrange and coordinate meetings, including securing space and equipment.
Use word processing, spreadsheet, and database applications.
Resolve routine questions and problems and refer more complex issues to higher levels.
Obtain or verify information while processing unit program data, provide technical assistance with system-processed information, and resolve procedure- and deadline-related problems.
Provide administrative support by answering phones, providing information, typing, making travel arrangements, and preparing expense reports.
Develop and maintain spreadsheets and data as needed.
Help organize and conduct departmental events, including securing space and equipment, arranging food, preparing announcements and agendas, maintaining inventory control, setting up files, and making travel arrangements and reservations.
Assist with planning, coordinating, and executing KCU events, meetings, and other institutional activities.