Administrative Assistant to the Chief Operati

Job Summary:

The Administrative Assistant to the COO provides high-level administrative support to ensure the efficient and professional operation of daily functions within the office of the COOThis role requires exceptional attention to detail, strong organizational skills, and the ability to proactively anticipate and address administrative needs.  The ideal candidate will demonstrate initiative, maintain strict confidentiality, and contribute to a collaborative and service-oriented work environment. This position supports the philosophies and policies of FNU.

Supervisor Responsibility:

No supervisory responsibility

Duties and Responsibilities:

Administrative Support

• Provides administrative support to FNU’s Human Resource Services, including maintaining faculty credentialing requirements and contract renewal. 

• Coordinate agendas, prepare meeting materials, transcribe minutes, and ensure timely distribution for assigned committees and meetings.

• Draft, type, proofread, and format various documents, reports, and communications.

• Maintain confidential files related to personnel, policies, meetings, and operations.

• Proactively follow up on outstanding tasks, deadlines, and requests to ensure timely completion.

• Identify opportunities for process improvement and recommend workflow enhancements.

• Proactively manage the COO’s calendar, including scheduling complex meetings, appointments, and travel arrangements etc.)

Office and Reception Support

• Serves as backup for the Receptionist, including greeting visitors, handling multi-line phone systems, processing incoming and outgoing mail and deliveries, supplies inventory and stocking, etc.

• Respond to and route phone calls, emails, and inquiries professionally and efficiently.

• Copy, distribute, and manage materials as requested by COO.

• Provide support to other staff, faculty, Administrators, and/or the Board of Directors as directed by the COO.

• Perform errands as needed.

Technology & Systems

• Utilize multiple technology platforms, including Microsoft Office 365, ADP WorkforceNow, RingCentral, and other internal systems to complete tasks effectively. 

• Manage databases, spreadsheets, calendars, and presentation materials with precision.

University Service

• Provide service to the University through activities such as involvement in FNU shared governance (e.g. committees, workgroups), FNU-sponsored activities (e.g. charity drives, community-outreach activities), and/or professional scholarship or service to the profession (e.g. conference presentations, professional organization committee work).

• Demonstrate alignment with FNU’s ”Culture of Caring” in all interactions and responsibilities.

• Other duties as assigned. 

Required Skills/Abilities

• Strong keyboarding skills with a focus on accuracy and attention to detail.

• Proficient in Microsoft Office 365 and comfortable learning new technologies.

• Experience with administrative platforms such as ADPWorkforceNow and RingCentral.

• Strong organizational and communication skills.

• Ability to work productively, creatively, and independently while also thriving in a team-oriented environment.

• Professional demeanor and ability to handle confidential information with discretion.

Education and Experience:

• Associate’s degree is preferred

Physical Requirements: