Administrative Assistant - Graduate Studies
Metropolitan State University of DenverAbout the role
Department
Graduate StudiesMSU Denver Graduate Studies
MSU Denver Graduate Studies is the unit in Academic Affairs that serves as central advocate for campus-wide graduate programs and provides strategic leadership for growth and quality. We represent graduate education as an excellent path for those who want to strengthen their knowledge and skills in a specific discipline and specialize to become future experts, and we know that MSU Denver Graduate Programs are a great and affordable choice for those who want to study on a very diverse and welcoming campus. MSU Denver Graduate Studies supports all graduate programs to enable their students to learn more, to do more and to contribute more towards a just society and sustainable world. For support of these efforts, we are looking for an Administrative Assistant.
Position Summary
The MSU Denver Graduate Studies Administrative Assistant assists and supports primarily the Associate Vice President (AVP) for Graduate Studies and also members of the Graduate Studies staff in planning, organizing, and coordinating events and special projects, including scheduling, purchasing, travel arrangements, room reservations and more. Our new colleague must be organized, attentive to details, able to shift task priorities on short notice, eager to acquire new skills and receptive to multiple adjustment needs for first-time projects. The Administrative Assistant will also oversee website maintenance and other services that require digital skills, such as setting up surveys and composing electronic forms. Strong follow-though skills, a positive spirit towards change, and an overall can-do attitude with a positive and professional demeanor, also at peak times, will be necessary.
Duties and Responsibilities
80% Office Management
- Provides event planning and event support on all levels, including room scheduling, ordering and procurement card transactions, and works closely with Campus and MSU Denver Facilities for access and room approvals
- Sends out notifications as requested and takes meeting minutes
- Prepares travel arrangements and manages pre- and post-travel expense reports in alignment with University policies, procedures, and deadlines
- Keeps inventory of promotional materials and office supplies
- Supports the AVP and Team Members on special projects
- Prepares promotional material as directed and in alignment with University marketing policies
- Develops, coordinates, and prepares the office's annual calendar of important dates
- Is receptive to multiple adjustment needs for first-time projects
- Holds a positive spirit towards change, and an overall can-do attitude with a positive and professional demeanor also at peak times,
10% Website Maintenance
- Serves as the lead for managing and updating the Graduate Studies’ website as directed and supports Graduate Programs in this effort as needed
- Ensures that forms are built within the form platform technology and updates forms as needed.
- Sets up surveys in Qualtrics
10% Other Duties as assigned.
- Participates in special projects and committees as needed.
- Supports recruitment events
Required Qualifications
- Proficient with web content management platforms
- Demonstrated event planning experience.
- Experience as an Administrative Assistant, Executive Assistant or other relevant administrative positions
- Excellent Microsoft Office Suite skills including Outlook, Power Point, Excel, Word, Share Point and Access as well as advanced internet research skills.
- Must be detail-oriented, organized, able to pivot quickly due to short notice needs and opportunities, and driven to make a difference.
- Must be able to interact positively with a wide range of people within and from outside the University.
Preferred Qualifications
- Bachelor’s degree
- Demonstrates excellent professional oral and written communication skills
- Up to date with advancements in office equipment and applications
- Experience with Workday
- Experience with Banner
- Experience with multitasking and flexible prioritizing of daily workloads
Schedule Information
- Full-time, 40 hours per week
- Exempt
- Monday - Friday, 8am - 5pm
- Evenings and Weekend Work: Rarely
- Schedule: Hybrid schedule
- Visit our website for more information on our University’s Alternative Work Arrangements
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