Administrative Assistant II - CAAR

PurposeReports directly to the Executive Director of the Center of Academic Advisement and Retention. This position provides administrative support in a variety of functions to the individual team, department, and/or another group in the organization. Collects, reviews, and analyzes data and prepares reports, charts, budgets, and other presentation materials.Essential Job FunctionsManage all event logistics, including scheduling, venue coordination, registrations, communications, materials, and on-site support.Provides all aspects of administrative support for departmental operations, including but not limited to answering phone calls and providing information about the programs within the department.Open and close department along with greeting vendors, customers, students, and other visitors in a friendly, approachable, and professional manner and ensures that they are escorted to the appropriate areas.Assists the Executive and Directors of the Center of Academic Advisement and Retention in the preparation of departmental reports; maintaining various databases and spreadsheets, including budgetary expenditures, income generated by the department.Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories.Assists the department employees with equipment and computer problems, typing of materials, etc.Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.Assists in data collection and review associated with the surveys of the University Advisement Center.Attends and maintains meeting minutes on all departmental meetings.Organizes and maintains department files both electronic and hard copy.Recruit, train, schedule, and supervise departmental work-study students.Provide executive-level administrative support to the Executive Director and departmental leadership, including calendar management, travel coordination, meeting scheduling, correspondence, and special projects.Maintains neat, clean, professional appearance as directed by university policy.Additional Duties And ResponsibilitiesAssumes additional responsibilities and performs special projects as needed or directed.Education, Training and/or ExperienceAn A. S. Degree in Business Administration or equivalent; must have three (3) five (5) years of administrative support experience is required.Knowledge, Skills, Abilities and Personal CharacteristicsAble to perform duties independently with minimal supervision.Basic math skills (addition, subtraction, multiplication and division).Ability to operate standard office equipment and follow office procedures.High degree of integrity; highly ethical.Must be able to work with diverse groups of individuals and have thorough knowledge of academic resource issues.Strong interpersonal skills: ability to deal with potentially difficult situations involving sensitive and confidential issues.Strong attention to detail; ability to organize work and perform duties with a high level of accuracy.Effective oral and written communication skills.Able to prioritize and manage multiple projects, adhering to strict timelines.Good communication and presentation skills.High degree of initiative and independent judgment.Well-developed analytical and problem-solving abilities.Able to organize work, engage in a variety of tasks simultaneously and consistently meet deadlines.Able to write reports, business correspondence.Strong Computer skills; data entry and spreadsheet software capabilities.Preferred QualificationsA bachelor's degree in Business Administration or a similar field is desired.Physical DemandsNature of work requires an ability to operate standard business office equipment.Requires ability to communicate and exchange information, collects, compiles, compares, and prepares work documents, set-up and maintain work files.Must spend majority of time concentrating on CRT identifying and updating information and performing data entry input.Must be able to lift up to 25 lbs; retrieving and placing materials on high shelves and on floor-level shelves; standing, walking; carrying; grasping; hearing; seeing; sitting; kneeling; climbing; balancing; stooping; crouching and reaching.Working ConditionsWork performed in a general office environment.May require availability for overtime hours during peak periods. #J-18808-Ljbffr Life-University