Administrative Assistant

Position Title: Administrative Assistant

Division: Academic Affairs

Department: NEMAC

Position Number: 000138

Full-Time/Part-Time/Intermittent: Part-Time (20-29 hours/week)

Salary: $21.10 hourly

Posting Number: T0201

This position serves as the primary administrative assistant for the National Environmental Mapping and Applications Center (NEMAC) and the STEAM Studio. The employee in this position provides administrative assistance to the Directors of these two departments in a shared administrative role.

Duties include:

• Ordering of supplies, deposits, budget management, purchase orders, and check requests (Bulldog Buyways)
• Travel requests and reimbursements
• Manage reconciliation for STEAM and NEMAC staff purchases (P-card, t-card, wex reconciliation)
• Monitor generic STEAM and NEMAC email account and Google Forms (e.g. lumber requests)
• Updating NEMAC and STEAM social media and website

This position requires a flexible person who can meet the needs of two different departments with various missions and support needs.

• A Bachelor’s Degree and 1-2 years of administrative and office management experience, an Associate’s degree and 3-5 years of administrative and office management experience, or a high school diploma and 5 years or more of administrative and office management experience is preferred.
• Experience with various office technologies such as Google Suite, especially Google Sheets, Calendar, and Drive;
  Microsoft Office, Zoom and website maintenance.
• Strong written and verbal communication skills for internal communication with Center teams and University staff and faculty as well as Center external partners and customers.
• Experience invoicing, budget and fund management.
• Previous experience with the Banner system and Chrome River is preferred.
• Strong ability to multi-task, and a high degree of accuracy in maintaining files and information.
• Experience working in a higher education environment would be a plus.

• Promotion of departmental information and events, including supporting event planning, social media campaigns, marketing, or news releases.
• Website maintenance, which may be heavier in this position due to the various programmatic support.

Knowledge

• Office administration and management principles and practices
• Budget, fund management, and invoicing processes
• Higher education organizational structures and operations (preferred)
• Records and file management systems and best practices
• Banner student/administrative information system and Chrome River expense management (preferred)

Skills

• Proficiency in Google Suite — particularly Sheets, Calendar, and Drive
• Proficiency in Microsoft Office (Word, Excel, etc.)
• Zoom and virtual meeting platform operation
• Website maintenance and basic content management
• Strong written communication for diverse audiences (internal staff/faculty and external partners)
• Strong verbal communication and interpersonal skills
• Accurate data entry, file maintenance, and record-keeping

Abilities

• Multi-task effectively across two departments with differing missions and priorities
• Adapt to shifting demands and a flexible work environment
• Maintain a high degree of accuracy under varying workloads
• Communicate professionally with a wide range of stakeholders — from university leadership to external customers
• Manage budgets and financial processes with attention to detail
• Work independently and exercise sound judgment with minimal supervision
• Support administrative needs across different organizational cultures simultaneously

• Part-time
• 2 months (June 15-August 15)
• M-F, 8am-5pm