Sr. Administrative Assistant

Position Title:

Sr. Administrative Assistant

Position Type:

Regular

Hiring Range:

$28.03-$30.83/hr. Compensation will be based on education, experience, skills relevant to the role, and internal equity

Pay Frequency:

Hourly

Position Purpose:

LEAD - Leadership Excellence and Academic Development - The LEAD Scholars Program is a four-year program for first-generation college students (students whose parents did not attend college) focused on academics, community engagement, and service. Incoming students participate in an intensive orientation the week before the school year begins to ensure a smooth transition from high school to college, and continue through their senior year with leadership opportunities, internships, and other resources. The program provides an integrated, collaborative, and strategic approach to academic support and retention services for first-generation students.
 

The LEAD Operations Manager coordinates a complex budget overseen by the LEAD Director that includes university, grant and private donation funds, and is distributed in a range of ways including direct student funding, payments to external organizations, department transfers and purchases to support office and programmatic needs. The Operations Manager also oversees the smooth day to day running of the LEAD Scholars Program, including overseeing office and staff needs, documenting LEAD policies and operations, managing and facilitating correspondence and supervising student employees.

Essential Duties and Responsibilities:

1. Operations management 

2. Budget management  

3. Administrative support

4. Student assistant supervision

5. Other duties as assigned

1. Budget Management (35%)

• Track the LEAD budget including income, including university and grant funds and private donations, and expenses including student aid, programmatic expenses and departmental transfers

• Manage and transact financial processes including but not limited to transfers, stipends, invoices, purchases, reimbursements, travel arrangements and other business needs

• Make adjustments to the LEAD budget in consultation with the LEAD director

• Provide regular budget updates to staff

• Liaison with University Finance Office, Financial Aid, and divisional AVP

• Serve as primary resource for LEAD staff regarding financial processes

• Prepare financial reports for grant and donor reports

2. Administrative support (30%)

• Manage guest reception and inquiries, while assessing urgent situations and responding or delegating as needed 

• Stay informed about student support services available across campus throughout the community.

• Manage and organize LEAD files, both digital and hard copies

• Plan and coordinate staff events, including professional development, retreats, and celebrations

• Coordinate LEAD staff meetings with the Director, including scheduling, minute-taking, and distribution

• Provide administrative and logistical support for LEAD events and initiatives

• Manage program technology, including staff technology needs and the student laptop loan program

• Sort and distribute mail, oversee correspondence, and coordinate large-scale mailings

3. Operations Management (25%)

• Collaborate with the LEAD Director to develop and refine operational processes and systems, ensuring they are effective, efficient, and aligned with organizational goals

• Coordinate key business processes to ensure seamless execution and efficiency 

• Manage office logistics, including space allocation, relocations, and facility-related issues

• Maintain a deep understanding of program and university processes and policies to ensure informed decision-making and compliance

• Provide strategic guidance to the LEAD Director and staff on enhancing operational efficiency and effectiveness

4. Student Supervision (10%)

• Hire, train and supervise student employees for front office operations

• Determine student employment needs, set schedule and manage personnel issues