Senior Administrative Assistant

University of Dayton•Dayton, OH

6d•Onsite

About The Position

The University of Dayton is seeking a Senior Administrative Assistant to provide comprehensive administrative support to the chairs and faculty in the Physics and Electro-Optics departments, as well as the Executive Director for Semiconductor Engineering and Science. This role is crucial for ensuring the efficient and smooth operation of these offices. Responsibilities include managing communications, maintaining records and supplies, coordinating meetings and events, liaising with various constituents, supporting student recruitment, processing employment-related documents, assisting with publicity and student registration, coordinating facilities requests, aiding with purchasing, and supervising student workers.

Requirements

High School Diploma
Three or more years of full-time administrative support experience in a professional office setting
Experience using Microsoft Word, Adobe reader, or similar software in a professional setting to prepare documents, reports, and correspondence
Experience using Microsoft Excel in a professional setting to create and maintain spreadsheets to track projects, and other data
Ability to manage multiple priorities
Ability to work independently with little supervision
Experience following established procedures and processes
Excellent written communication skills
Ability to engage effectively and respectfully with multiple constituents, including faculty, staff, students, parents, and university guests
Ability to learn new computer software/systems
Currently authorized to work in the United States on a full-time basis

Nice To Haves

Associate’s degree
Experience working in a college or university academic office
Demonstrated ability to work successfully as a team member
Experience working in a research-active college or university science or engineering department office
Successful experience protecting and maintaining confidentiality of information
Successful experience planning and organizing work in observance of deadlines
Experience with Gmail and Google-calendars and other Google apps
Experience with Google Drive documents
Experience with Banner and Cognos IT systems
Knowledge of and sensitivity to Catholic and Marianist values of the University of Dayton
Demonstrated excellent verbal and written communication skills

Responsibilities

Provide administrative support to the chairs and faculty in two departments (Physics and Electro-Optics) and the Executive Director for Semiconductor Engineering and Science.
Respond to emails and provide telephone reception.
Maintain and organize departmental documents and office supplies.
Set up and coordinate meetings/calendar invitations and event planning.
Correspond and follow up with various constituents on departmental business.
Support student recruitment activities.
Initiate and process ePAFs and GA contracts.
Assist with producing and disseminating publicity materials.
Assist students with course registrations and correspondence with other business units.
Coordinate work orders with Facilities Management for classrooms, offices, and labs.
Assist with purchasing.
Hire and train student workers.
Ensure that the departments and director's office operate efficiently and smoothly.