Administrative Assistant II

General Summary: 

The incumbent is responsible for providing general administrative support for Global Programs and the professional staff assigned to OGP. The incumbent will promote OGP and the University’s  commitment to customer service by building effective partnerships with co-workers, faculty and staff throughout the University and by freely sharing appropriate information and providing assistance when needed. The incumbent is responsible for maintaining an environment that is welcoming to persons of all backgrounds, nationalities and roles.

Examples of Duties: 

• Serve as the first point of contact to the internal and external community regarding the of Global Programs  and maintain the organization of the office to support its efficient operations and to ensure compliance with established departmental standards;
• Provide a high-level of customer service excellence and administrative support to unit; greet and direct visitors; give appropriate information to faculty, students, staff and international guests; provide routine administrative functions, including answering phone and e-mail inquiries, scheduling meetings and appointments and  preparing routine correspondence, including announcements, memos and related print material; creating, organizing and maintaining office files; reviewing and distributing incoming mail; and data entry;
• Arrange OGP weekly staff meeting announcements; coordinate meeting agenda; and take minutes of weekly staff meetings;
• Serve as departmental timekeeper; monitor and review employee timesheets and time logs and research discrepancies, to ensure that employees are paid correctly and to ensure that employee’s time is used appropriately; run payroll-related reports and pick-up departmental checks, when appropriate;
• Prepare, process and submit human resources action forms for new hires and terminations, promotions and/or reallocations, pay changes and work hour changes; research required information in order to complete forms; maintain all human resources documents and files to ensure compliance with university policies and procedures and to ensure proper paperwork is one file for students and staff;
• Assist the Executive Director in maintaining financial and budget records.
• Serve as Bank Card administrator for OGP; reconcile monthly Bank Card statements to adhere to and comply with university and grant regulations, policies and procedures; recharge appropriate account for items purchased to ensure a balanced budget and to adhere to and comply with university and grant regulations, policies and procedures; maintain all documentation related to purchases to ensure proper documentation for audit purposes;
• Work closely with the Division’s Assistant Director & Director of Finance and Administration to purchase departmental supplies, goods and services, including printing to meet unit and/or departmental needs; maintain inventory levels of departmental supplies to ensure adequate supply levels and to maintain the smooth operation of the office; prepare requisitions to obtain purchase orders, when needed; regularly work with the Controller’s Office and UPST to ensure timeliness with office financials; process and track monthly invoicing and payments, reimbursements, and other operations expenses; prepare disbursement vouchers to facilitate payments to vendors and prepare interdepartmental journal entries; identify and independently resolve discrepancies as needed.
• Assist OGP team members with travel & expense reimbursements, if needed.
• Attend mandated university trainings on specific systems and policies related to the financial and administrative management of the department; inform agency staff on updated policies, guidelines and regulations to support compliance with university standards;
• Directly supervise and assign and monitor work performed by office work study students;
• Receive website content from OGP staff and update website when needed;  maintain OITA social media pages by posting new events, announcements and programs;
• Assist in the hiring of new faculty and/or new staff by initiating requisitions on Page Up and receiving and disbursing resumes to hiring manager, serving on search committees, scheduling interviews, and when appropriate making travel arrangements for prospective employees; participate in the interviewing of potential staff when directed and make recommendations on new hires, when directed;
• Serve as point-person for all new hires and ensure that all new hires receive e-mail and telephone access, as well as PeopleSoft Financial