CAREER OPPORTUNITIES

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FACULTY/STAFF > HUMAN RESOURCES > CAREER OPPORTUNITIES > ADMINISTRATIVE ASSISTANT
Administrative Assistant
The Human Resources Department announces the position of Administrative Assistant, reporting to the Vice President for Facilities.

 

Responsibilities include: perform general administrative functions including telephone coverage, arranging appointments/calendars and typing correspondence; greet visitors and vendors in a professional environment, direct to appropriate area and resolve requests and or conflicts; manage day-to-day department operations, purchase and manage office supplies/equipment; manage, file, and maintain files as well as contract agreements and certificate of insurances; organize and plan multiple internal department events and assist the VP with the Colonial Golf Outing; develop spreadsheets and prepare reports for administrative use; schedule and manage the conference room and prepare room for AV or conferencing needs; maintain the Incident Command room; make sure laptops are updated regularly, technology is in standing working condition and safety police binders are up-to-date; manage and schedule appointments for the Vice President and VP’s management team; support the VP’s management team (direct reports) with correspondence and coordinate travel arrangements including reservations for conferences, secure accommodations for hotel and airline tickets; assist with preparation of board committee meetings; proof read presentation material, prepare agenda, RSVP’s, attend meeting and record minutes; work with the President’s Senior Executive Assistant to ensure meeting materials meet deadlines; support University Wide Safety processes by scheduling committee meetings, Hazard Surveillance Inspections, update safety binders and correspondence; support specific goals of department’s communication plan; ability to make changes to Facilities and Safety website and post news feeds to social media outlets; maintain the Facilities intranet employee resource site; edit/proof read documents, campus announcements, presentations and videos; revise annual materials for new student orientation day; manage/post campus and departmental communications; provide and assist union employees as needed on various topics (i. e. employee self-service, HRconnection); handling the management of Petty Cash and reconciling; and perform any and all relevant duties of the position.
 
Minimum Qualifications:
  • Associates degree in business or equivalent work experience required.
  • 3-5 years of experience in a secretarial/administrative office role.
  • Ability to serve as a Notary Public at the time of appointment or complete the PA Notary application process within one year of appointment and maintain related certifications.
  • Previous calendaring/meeting and event planning experience preferred.
  • Ability to accurately take meeting minutes.
  • Proficiency with Microsoft Office Software packages including Word, Excel, Access and PowerPoint. A willingness to develop additional computer skills, adjust to other technology and grow academically as needed; excellent typing skills.
  • Proficient knowledge of website development; ability to compose, edit materials and attentive to detail.
  • Ability to work flexible hours including, on occasion, attending and/or preparing for early morning or late afternoon meetings and/or events.
  • High level of professionalism; Ability to proactively identify and effectively resolve various types of problematic situations in areas that can include general analytic tasks, process/procedures.
  • Ability to work with confidential and sensitive materials and situations with discretion.
  • Oral/written/interpersonal communication skills with ability to interact comfortably/professionally with all levels of management and staff.
  • Ability to manage multiple tasks and meet multiple/changing deadlines; ability to work in a team environment.
  • Sound judgment/decision making skills; customer service focused.
Exempt
 
Internal Application Deadline:  January 5, 2015
 
External Application Deadline:  Until Position Is Filled
 
Starting Date:  As Soon As Possible