Senior Administrative Assistant

TITLE: Senior Administrative Assistant

DEPARTMENT: Academic Affairs

REPORTS TO: Vice Provost of Academic Affairs 

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

EMPLOYMENT STATUS: Full-Time 

EMPLOYMENT CLASSIFICATION: Non-Exempt

SCOPE OF RESPONSIBILITY: 

The Senior Administrative Assistant provides crucial administrative and operational support to the Office of the Vice Provost for Academic Affairs. This role requires a highly organized, detail-oriented individual with strong process management, spreadsheet proficiency, and word processing skills. The Administrative Assistant will be responsible for streamlining workflows, managing data effectively, preparing professional documents, and ensuring the efficient operation of the office. This position demands a proactive approach, excellent communication skills, and the ability to handle confidential information with discretion.

ESSENTIAL JOB FUNCTIONS: 

• Provide comprehensive administrative support to the Vice Provost and other members of the office as needed.
• Develop and maintain efficient office processes and procedures to optimize workflow and information management.
• Manage and maintain electronic and paper filing systems, ensuring accuracy, accessibility, and compliance.
• Create, format, edit, and proofread a variety of documents including correspondence, reports, presentations, memos, and agendas with a high degree of accuracy using word processing software (e.g., Microsoft Word).
• Utilize strong spreadsheet skills (e.g., Microsoft Excel) to create, maintain, and analyze data in spreadsheets, including data entry, formula creation, formatting, and generating reports.
• Manage complex calendars, schedule meetings and appointments, and coordinate logistics for internal and external meetings.
• Process invoices, expense reports, purchase requisitions, and other financial documentation accurately and in a timely manner.
• Track and monitor deadlines, tasks, and projects, proactively following up to ensure timely completion.
• Assist with the preparation of budget materials and track budget expenditures as needed.
• Serve as a point of contact for internal and external inquiries, providing professional and helpful assistance via phone, email, and in person.
• Organize and coordinate travel arrangements, including booking flights, accommodations, and preparing itineraries.
• Maintain inventory of office supplies and coordinate orders as necessary.
• Assist with the planning and execution of office events, workshops, and conferences.
• Handle confidential information with discretion and maintain a high level of professionalism.
• Identify areas for process improvement and propose solutions to enhance efficiency.
• Provide support for special projects and initiatives as assigned.
• Perform other administrative duties as required to ensure the smooth operation of the office.

QUALIFICATIONS: 

• Education: Bachelor's degree required. Equivalent combination of education and experience may be considered.
• Experience: Minimum of 3–5 years of progressively responsible administrative support experience, including at least 2 years in a higher education or similarly complex organization.
• Skills:

• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with document preparation and editing, calendar and meeting management, and travel coordination.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Familiarity with project management tools (e.g., Asana, Trello) and Adobe Acrobat.

Preferred Qualifications: