Administrative Associate

Hybrid, up to 2 days onsite

Job Purpose
Provide administrative or operational support working under general supervision.

Core Duties

Events and Meetings (40%)
Schedule, organize and run conferences, seminars and events, including recommending vendors, overseeing materials and coordinating logistics. This includes planning division and section retreats and conferences, preparing presentation slides, setting up video conferencing, booking travel and event spaces, coordinating faculty candidate interviews (virtual and in-person), and helping new faculty with onboarding and client systems.

Calendar and Travel Management (25%)
Plan and manage faculty calendars, resolve scheduling conflicts, book conference rooms, share locations and directions, and arrange travel in line with unit, client and sponsor policies.

Financial Transactions (15%)
Process and monitor routine financial transactions and resolve discrepancies. This includes travel and general reimbursements for assigned faculty, P-card purchases, and contracting with vendors and affiliated organizations.

Communications and Documents (10%)
Draft routine communications and prepare documents such as presentations, handouts, grant proposals, reports and brochures, supporting multiple faculty members across the section and division.

Office Supplies and Equipment (5%)
Order and track supplies and invoices, get vendor quotes, coordinate office moves, and track office issues using Excel and online tools.

Website Maintenance (5%)
Keep the client's website content up to date.

Other duties may also be assigned.

Requirements:

Required Qualifications
Education and experience: High school diploma and three years of administrative experience, or an equivalent combination of education and experience.

Knowledge, skills and abilities: strong computer skills with office software and email; a track record of following through on routine tasks; strong organization and attention to detail; strong verbal and written communication; excellent customer service and interpersonal skills; and the ability to prioritize and multitask.

Desired Qualifications
A four-year degree plus at least 2 years of experience (or an equivalent combination), event planning experience, and prior experience at the client or in higher education (strongly preferred). Also: the ability to work independently and meet strict deadlines, high accuracy, tact and confidentiality, and solid problem-solving and analytical skills.

Required experience: 2-3 years

Top 3 requirements to hire:
Client Experience working with senior leadership, local and flexible to commute to campus, Event Planning Experience

Physical Requirements
The job constantly involves desk-based computer work and frequent sitting. It occasionally involves standing, walking, reaching, grasping, using a phone, filing, and lifting up to 10 pounds. Twisting, bending, kneeling and crawling are rare.

Notes:
Hybrid, up to 2 days onsite
Shift timing/schedule: 730-4p

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status