Scheduled Hours

37.5

Position Summary

Provides essential administrative, scheduling, and operational support to the Chancellor’s Office, working in close partnership with and under the direction of the Senior Executive Assistant to the Chancellor. Focuses on calendar management, financial and administrative processing, office coordination, and ensuring the smooth day-to-day functioning of the Chancellor’s Office. Serves as a key backup to the Senior Executive Assistant to ensure continuity of operations. Requires professionalism, discretion, sound judgment, and the ability to manage multiple priorities in a fast-paced, high-volume environment.

Job Description

Primary Duties & Responsibilities:

Calendar and Scheduling Support

• Manage and maintain the Chancellor’s calendar for routine and recurring activities, including scheduling, rescheduling, and canceling meetings as directed.
• Review meeting requests, assess priority and urgency, and help resolve scheduling conflicts.
• Schedule standing meetings and coordinate logistics for internal and external meetings.
• Prepares, edits, proofreads, and formats routine documents, correspondence, and presentation materials as requested.
• Receives, screens, and routes calls, visitors, and routine inquiries, escalating as appropriate.
• Provide full backup calendar and scheduling support during the Senior Executive Assistant’s absence.
• Provides administrative and scheduling support for affiliated activities related to the Chancellor’s role, including coordination of events, meetings, travel logistics, and transportation arrangements as directed.

Administrative and Financial Support

• Process and reconcile purchasing card transactions, travel expenses, and administrative purchases in the university’s financial systems.
• Process invoices, reimbursements, internal transfers, and payments for office-related expenses and services as directed.
• Maintain organized records related to expenses, payments, and administrative transactions.
• Monitor incoming mail and route correspondence or coordinate follow-up as appropriate.
• Handles routine sensitive or confidential information with discretion and in accordance with institutional policies.

Office and Executive Support

• Provide administrative support for the Chancellor’s Office, including meeting preparation, document organization, and coordination of daily needs.
• Coordinate office logistics such as meal orders, basic hospitality needs, and meeting support.
• Assist with preparation and organization of digital files and materials for meetings and travel.
• Interacts professionally with internal and external stakeholders, escalating issues or requests to the Senior Executive Assistant as appropriate.

Collaboration and Team Support

• Work closely with the Senior Executive Assistant to ensure priorities are aligned and workflows are efficient.
• Follows up on routine requests and assignments as directed to help ensure timely completion and information flow.
• Provide proactive support on projects, scheduling needs, and administrative tasks as assigned.
• Serve as a reliable operational partner to ensure the Chancellor’s Office runs smoothly and efficiently.
• Applies good judgment to manage competing priorities and ensure timely, accurate administrative support.

Backup and Coverage

• Provide full administrative and scheduling backup for the Senior Executive Assistant during vacations, illness, or other absences.
• Ensure continuity of service and responsiveness during periods of high volume or time-sensitive demands.
• Provides backup coverage for the Chancellor’s Office reception desk, ensuring consistent front-office support as needed.

Perform other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment

Physical Effort

• Typically sitting at a desk or table

Equipment

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses