Office Assistant III

Office Assistant III

The Office Assistant III supports the office operations for one of more centers within International Studies and Programs. This position provides support to center activities including event planning and logistics, travel support, support for visitors, meeting preparation, support for communications as well as ensuring office cleanliness and maintaining supplies. The successful candidate will be an essential team member working closely with the directors and other staff members to ensure smooth office operations. In addition, they should have strong interpersonal and communication skills, with the ability to create a welcoming, positive experience and make individuals feel comfortable and valued from their first interaction. While the successful candidate will be expected to spend time in the office as the first point of contact, a hybrid schedule is possible allowing this position to work remote one day per week.

Essential Duties & Responsibilities:

Office Support

• Provide administrative support to center staff as needed by maintaining appointment calendars, coordinating domestic and international travel, preparing administrative reports, gathering data/performing research as necessary, and assisting with EBS transactions
• Support center staff with the completion of assignments, gathering of information, coordinating schedules, scheduling meetings and drafting agendas
• Serve as first point of contact for visitors, answer phones, answer email queries, and ensure email correspondence is forwarded to the proper person as necessary
• Review policies and procedures related to center operations and ensure compliance
• Process conference registrations, air travel, travel advances, travel authorizations, and travel reconciliations for center staff
• Monitor inventory and purchase office supplies, submit IPF requests, and maintain tidying the office space
• Ensure compliance with university business policies, procedures, and regulations

Events Support

• Serve as the main contact for visiting speakers to the center including booking travel, lodging accommodation, ground transportation, meals/per diem, as well as travel reconciliation and reimbursement
• Schedule in person and virtual seminars, meetings, and conferences and arrange for travel as required
• Support events planning by organizing relevant meetings, editing promotional materials, printing materials, booking location sites, ordering food/supplies, preparing travel arrangements and reimbursements, etc.

Communications Support

• Proofread and edit newsletters, brochures, flyers, website content, etc.; use social media and website to promote news, events, and activities
• Support communications including but not limited to emails, newsletters, fliers, reports and other correspondence

Financial

• Submit financial transactions in the university's finance system (KFS) in accordance with university policies and procedures
• Support purchasing, reimbursement, reconciliation and financial reporting
• Review hourly student time sheets and enter time worked in EBS for bi-weekly payroll processing
• Review and gather receipts and submit bills for department products and services, and has P-card authorization to make purchases for the office and affiliated faculty and staff
• Reconcile purchasing card, and process payments

Minimum Requirements

Knowledge normally acquired through a high school education; three to five years of related and progressively more responsible or expansive work experience providing general office support including word processing and spreadsheet software; presentation and webpage software; typing and filing; or an equivalent combination of education and experience.

Desired Qualifications

• Knowledge normally acquired by completing a four-year college degree program in a relevant field
• Proficiency with Microsoft Office applications including Excel, Word, Outlook, and Teams
• Experience with event planning and logistics
• Strong interpersonal and communication skills with the ability to create a welcoming, positive experience making individuals feel comfortable and valued
• Excellent communication skills, both written and verbal
• Strong organizational, problem solving, proofreading and editing skills with careful attention to detail
• Ability to set priorities and independently manage multiple deadlines
• Experience updating website content, or using similar on-line platforms

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Resume and cover letter