Administrative Assistant II -Facility Rental and Other Revenue

Job Overview

The Administrative Assistant II provides vital administrative and clerical support to ensure the efficient operation of a central office department. Serving as a primary point of contact for key initiatives within the assigned department, this role manages communications, supports departmental leaders, and facilitates both routine and specialized needs. The position is essential in maintaining effective workflows, coordinating office functions, and contributing to the success of departmental initiatives. It requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a professional, service-oriented environment.

Position Description

Essential Duties and Responsibilities

Administrative & Clerical Support

• Plan, initiate, assign to others or carry to completion clerical, secretarial, and office management tasks.
• Review and prepare correspondence, reports, and documents for accuracy and professionalism.
• Maintain accurate records, files, and departmental documentation.
• Assist with data entry, purchasing, and budget preparation as assigned.
• Provide receptionist duties, including greeting visitors, answering inquiries, and directing calls.
• Order, unpack and inventory key items within the department to ensure accurate recordkeeping.
• Manage user accounts, sites, inventory in Print Shop Pro.
• Perform pre-press duties to include processing print orders/fixing files for printing submitted by campus/departments/customers.
• Close and track print orders within the Print Shop Pro dashboard daily.

Supervisor Assistance

• Manage supervisor's calendar, including scheduling meetings and conferences.
• Make travel arrangements, prepare itineraries, and reconcile related expenses.
• Screen incoming calls, visitors, and mail; respond or route as appropriate.
• Relieve supervisor of routine administrative tasks to ensure efficient department operations.

Event Planning & Coordination

• Plan and prepare for departmental events, trainings, and special projects.
• Arrange venues, catering, equipment, decor, signage and materials for meetings and events.
• Prepare agendas, presentations, and other event documentation.
• Communicate logistics with participants and provide on-site event support.

Communication & Correspondence

• Draft, edit, process and distribute routine and confidential correspondence to include memos, emails, and meeting notes.
• Compose replies and professional communications on behalf of the supervisor.
• Ensure accuracy in grammar, spelling, punctuation, and formatting of documents.
• Serve as a point of contact for departmental inquiries.
• Communicate with different departments regarding users/permissions/budget codes/and sites.
• Meet with Print Shop vendors regarding stock/issues.

Office, Team, Department Collaboration

• Coordinate workflows to maintain an organized and efficient office environment.
• Provide guidance to clerical or temporary staff, reviewing completed work for accuracy.
• Support teamwork by fostering collaboration across departments.
• Uphold a professional and customer service-oriented atmosphere in all interactions.
• Coordinate room reservations for meetings, training and events.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.

• High School diploma or GED
• Some college or specialized training in office administration, preferred
• Experience in event planning or coordination, preferred.
• Administrative support experience, preferred.
• Strong organizational and time management skills
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent verbal and written communication abilities.
• Strong interpersonal skills for working with diverse individuals and groups.
• Ability to manage multiple priorities and meet deadlines.
• Sound judgment, discretion, and professionalism in handling confidential information.
• Willing to learn how to use industry standard printing software, i.e. Acrobat Pro, Adobe Indesign, Adobe Photoshop, Adobe Illustrator, Quite Imposing, Enfocus PitStop, preferred.

Physical Requirements/Working Conditions

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in classrooms, offices, work stations and meeting rooms.

The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress.

Additional Information

• Work is performed in an office and is subject to frequent interruptions. Rescheduling and rearranging matters to meet unexpected changes is frequently required. Some assignments involve contact with disruptive and irate stakeholders. Some assignments are subject to completion within strict timelines and involve the potential stress associated with time-sensitive completion of tasks. Some assignments involve moderate noise levels, high volume work flow.