Administrative Assistant - Office of Public Relations and University Events

Summary
The Administrative Assistant performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized recordkeeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and oversees lower graded staff and/or students. May coordinate specified administrative activities and reporting across multiple organizational units within the department of Marketing, Communication, and Advancement.

Essential Duties & Responsibilities

Oversees and/or performs a range of diverse administrative activities for the Office of Public Relations and University Events. Serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the office.

Provides administrative support for the Executive Director including managing and creating schedules, making travel arrangements, drafting and confirming written and verbal communications, greeting and directing visitors, managing administrative problems and inquiries as appropriate. Reviews incoming and outgoing correspondence, and follow-up on operational commitments.

Creates, composes, and edits correspondence and documentation; prepares a variety of technical event, financial and comprehensive reports, letters, memos, and other written materials using Microsoft Office and event software systems

Organizes and facilitates meetings and special events via zoom or in person as directed. Takes meeting notes and provides administrative support and follow-up on matters arising from meetings.

Researches event information and compiles statistics and prepares event executive summaries.

Monitors, reconciles, and assists with fiscal administration for the Office of Public Relations and University Events including but not limited to budgets, contracts, expense reports, travel and/or purchasing

Coordinates logistics for office managed meetings and events including facility/meeting room usage, catering, audiovisual presentations, etc.

Establishes and maintains organized and efficient files and databases, as appropriate. Responsible for the administration, security, confidentiality, and retention of office files.

Ability to maintain confidentiality and make administrative/procedural decisions and judgments

Establishes, updates, and maintains office equipment inventories,

Assist with the supervision of student interns as appropriate

Performs other job-related duties as assigned

Minimum Position Requirements (including certifications, licenses and etc.)

Bachelor's degree

At least 5 to 6 years of experience that is directly related to the duties and responsibilities specified

Experience coordinating activities and events dealing with logistics, publicity, communication

Experience managing multiple projects with varying deadlines in a professional setting

Experience working in higher education

Ability to gather data, compile information, and prepare reports

Knowledge, Skills and Abilities

Demonstrate proficiency in Microsoft Office Suite

Professional verbal and written communication skills

Strong customer service experience, problem solving and organizational skills, attention to detail and multitasking ability

Enthusiastic and positive energy

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