Administrative Assistant 2

Job Summary/Basic Function:

To perform complex clerical, office administration, and public relations assignments; perform related work

Department Overview:

The Office of the Provost and Vice President for Academic Affairs is committed to creating structures and processes where faculty, staff, and students can thrive.

The Administrative Assistant 2 is an integral part of the Office of the Provost team. This position works in the office on campus Monday-Friday, 8 am - 5 pm.

Level Scope:

Applies skills and job knowledge in area of specialization; may adapt procedures, operations, techniques, tools, materials, and/or equipment to meet needs of area of specialization; may work on non-routine tasks; resolves issues/makes working decisions within area of specialization or responsibility with minimal supervision.

Essential Functions:

60% of Time the Administrative Assistant 2 must:

• Coordinate administrative activities which require frequent contact with executives, the public, other agencies and campus officials. May attend meetings to relay and collect information.
• Independently research, analyze, and compile information to prepare reports, handle complaints, or resolve problems; compose correspondence for supervisor on own initiative or from general instructions; format/type a variety of executive, sensitive, confidential, official and/or legal letters and documents.
• Exercise discretion and independence in applying policies and procedures
• Responsible for the research, compilation, and organization of materials for administrators’ use in problem resolution.
• Responsibility for financial record keeping including monitoring budgets, preparing financial transactions
• Supervise student support staff or have leadwork responsibilities.
• May be responsible for ensuring that assignments given to other staff are completed and timelines are met. May supervise students and staff.

35% of Time the Administrative Assistant 2 must:

• Pay invoices with P-card, manage and reconcile P-card purchases; may serve as approvers for others in the department and/or prepare monthly manager authorization report.
• Coordinate and order office supplies, equipment and meeting/event items. Research and resolve problems with supply orders and equipment purchases.
• Use various platforms to compose, edit, and distribute official correspondence; coordinate mailings using proper business protocols
• Provide assistance in maintaining and updating records, materials, and website information, ensuring compliance and accuracy as well as promotion of Office of the Provost services and programs
• Prepare and follow through with facilities requests - add/delete electronic building access, work orders, salvage orders, process key requests and transfers.
• Provide friendly reception, front-line customer service and specialized information regarding the Office of the Provost; greet and assist visitors and answer main phone line, take messages and schedule appointments.
• Assist in the planning, coordination, organization, and facilitation of meetings, workshops, and other events
• Performs a variety of office support functions such as filing, electronic filing; maintain record systems
• Organize and complete special projects for the provost or other staff
• Commencement related duties to include communications and assisting commencement staff with event details

5% of Time the Administrative Assistant 2 must perform other duties as assigned. 

Knowledge, Skills, Abilities:

• Ability to compose official correspondence, reports, research papers and other complex documents; providing administrative support to an administrator, director or senior staff member; designing manual and automated record management systems.
• Some knowledge of supervisory practices; bookkeeping; financial software; state and local government organization structure, functions, and decision-making processes.

Minimum Qualifications:

Good knowledge of: office support functions including word processing; filing; composing a variety of business documents; reception; and researching, compiling, and summarizing data for reports.

Experience: in interpreting, applying and explaining complex information such as regulations, policies or services; independently solving problems/performing liaison activities in a work setting; coordinating activities requiring complex arrangements.

Preferred Qualifications:

• Desire to be proactive and create a positive experience for others
• Excellent attention to detail, strong organizational and time management skills
• Ability to work both indepe