Administrative Associate

Job Profile:

Administrative Support Assistant 2 Non-Exempt

Job Family:

Administrative Support

Time Type:

Full time

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

High School Diploma and two-years (2) experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Description:

The W. P. Carey School of Business, Graduate Programs Office is currently seeking an organized, detailed, and service-oriented individual who is self-motivated and understands how to perform administrative functions within a highly productive, service-oriented environment. This individual will be in contact with staff, faculty, and administrators to accomplish a variety of administrative work. This ideal candidate must be able to work independently, maintain confidentiality, and utilize sound judgment, while possessing keen attention to detail and exceptional communication skills.

Salary: $22.00-$24.00 to commensurate with experience.

Essential Duties:

• Answers phones, greets visitors, and directs questions to appropriate offices for resolution

• Responsible for opening and closing the office, supports process to approve building access, coordinates building and equipment maintenance requests, parking validations.

• Orders and inventories supplies, SWAG, and equipment in accordance with department guidelines.

• Maintains a Purchasing Card to initiate purchases and follow up with thorough reconciliation and verification.

• Receives and sends shipments and deliveries utilizing FedEx, UPS, and interoffice mail.

• Executes a variety of office administrative and business operations support activities on behalf of the leadership of the Graduate Programs Office such as composing correspondence on own initiative, interpreting and explaining established university and unit policies and procedures in response to inquiries from a variety of sources, and summarizing reports and information to facilitate review by the administrative staff

• Provides administrative support to Graduate Programs leadership in areas such as maintaining calendars, scheduling appointments, maintaining record-keeping systems, developing and maintaining databases, and/or spreadsheets.

• Arranges necessary travel reservations and itineraries; anticipates and prepares support materials needed

• Maintains and updates databases and spreadsheets; pulls reports using PeopleSoft and/or other systems; prepares special and recurring reports containing specialized or sensitive information

• Produces meeting agendas, coordinates location and invitations, produces and distributes minutes for assigned events and meetings.

• Provides support for staff onboarding (i.e. preparing workspace, ordering business cards, name badges) and assisting with new employee resources. This includes assisting with and maintains records of office coordination including moves, signage, phones, and keys

• Provides administrative support to general operations. This includes, but is not limited to, projects like grade entry, locker assignments, grading completion reports, purchases, disbursement forms.

• Manages incoming email to department

• Performs other administrative duties as assigned.

Desired Qualifications:

• Experience working in a higher education/university environment

• Experience in establishing, developing, and maintaining strong working relationships within a large office environment

• Experience working with productivity software (i.e. Microsoft Office, Dropbox, Google Drive, Slack)

• Demonstrated use of effective verbal and written communication skills

• Strong organizational skills and ability to manage multiple projects

• Experience in assisting leadership with administrative tasks such as managing calendars, travel arrangements, scheduling and communication.

Working Environment:

• Activities are primarily performed in a regular, climate-controlled office setting subject to extended periods of sitting, standing, walking.

• Visual acuity and manual dexterity associated with daily use of desktop computer; bending, stooping, reaching, lifting and pushing objects of varying weights up to 25pounds.

• May include exposure to external environment/climate conditions including walking on uneven surfaces, climbing and high temperatures.

Department Statement:

The