Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to provide high-level operational and personnel support within the Dean’s Office. This Long-term Contract position is fully onsite and offers the opportunity to contribute to faculty support, employee onboarding, reporting, and day-to-day administrative coordination in a fast-paced academic setting. The role requires sound judgment, strong organization, and the ability to handle confidential information while supporting both human resources and business office activities.

Responsibilities:

• Manage a range of personnel activities, including new employee setup, reappointments, separations, leave processing, and graduate or teaching assistant administrative actions.

• Coordinate the preparation, organization, and tracking of faculty review materials related to appointments, renewals, and advancement considerations.

• Produce and maintain personnel and administrative reports for leadership, Faculty Affairs, and other university departments as needed.

• Arrange meetings and logistical details for faculty review processes, while ensuring documentation is complete and submitted on schedule.

• Support onboarding tasks for incoming staff members, including employment documentation and identity verification requirements.

• Draft and process employment-related correspondence, such as offer documentation and other confidential records tied to personnel actions.

• Assist with financial and operational workflows by supporting payroll, budgeting, purchasing, deposits, disbursements, and related administrative transactions.

• Use university systems and office tools to enter data, maintain records, review charging details, and help process salary or account updates accurately.

• Contribute to facilities and inventory coordination by helping manage space records, annual equipment audits, surplus activities, and maintenance-related requests.

• Provide front-office and administrative support through data entry, report preparation, inbound call handling, and guidance on internal policies and procedures.

• Bachelor’s degree preferred, or at least five years of experience in administrative, financial, or accounting support.
• Experience working with enterprise systems such as Oracle Cloud, SciQuest, PeopleSoft, or similar business platforms is preferred.
• Strong Excel and data management skills with the ability to prepare accurate reports and monitor detailed information.
• Demonstrated ability to balance multiple assignments, stay organized, and meet firm deadlines with minimal supervision.
• Understanding of budget support, payroll coordination, purchasing processes, or related business office functions.
• Excellent written and verbal communication skills, with the ability to handle confidential matters professionally.
• Prior experience in an academic, higher education, or similarly regulated environment is preferred.
• Strong attention to detail and the ability to interpret and follow institutional, state, federal, and grant-related policies.