Lead Administrative Assistant

Overview

The Department of Horticulture is seeking candidates for a Lead Administrative Assistant position. The individual in this position will serve as a key member of the department’s administrative team and will work closely with the Department Head and other administrative office personnel to support departmental operations.
Because this position is located in the main departmental office suite and is frequently the first point of contact for visitors, faculty, staff, students, and campus partners, the successful candidate must consistently demonstrate warmth, friendliness, courtesy, helpfulness, professionalism, sound judgment, and a high level of competence while representing the department.
As the Lead Administrative Assistant, the individual in this role will help coordinate daily administrative office functions, support departmental workflow and priorities, and may assist with training or task direction for part‑time student workers when needed. In all responsibilities, this person will be expected to work effectively with other administrative office personnel, respond to changing priorities, and follow university policies, procedures, and systems.

• A 1-2 page cover letter and resume using the application attachment feature. The cover letter should specifically address the applicant’s experience related to the essential functions of this position, including experience providing courteous, professional, and helpful service; exercising sound judgment; and managing responsibilities in a busy office or public-facing setting. The cover letter should also explain how that experience qualifies the applicant to be considered for an interview.
• Please also provide three professional references with contact information. Only complete applications will be considered. Salary will be commensurate with education and experience.

• Accurately and independently initiate and process routine personnel system actions related to hiring, pay, appointments, separations, and other employment changes; maintain departmental personnel files and records for faculty, staff, and domestic and international students in accordance with university procedures; and consult with College Human Resources as appropriate on complex or non-routine matters.
• Coordinate departmental clerical and administrative operations, including office procedures, workflow, and administrative support priorities.
• Serve as the initial point of contact for the main departmental office by greeting visitors warmly and professionally; responding to routine email, phone, and in-person requests; providing helpful assistance or direction; and coordinating with appropriate departmental personnel as needed.
• Coordinate logistics and hospitality arrangements for departmental meetings, invited speaker visits, candidate interviews, workshops, and related activities, including scheduling, room setup, food and beverage arrangements, lodging, travel-related coordination, and communication with faculty, staff, students, visitors, and campus or external partners; assist with departmental communications and outreach materials, including brochures and promotional materials.
• Prepare and process purchasing requests, vendor vouchers, administrative forms, reports, and related documents; maintain spreadsheets, databases, and tracking tools that support departmental business operations, including the reservation schedule, key checkout, and coordination of department-owned vehicles used by faculty, staff, and graduate students for job-related travel.
• Coordinate the preparation, collection, and submission of Promotion and Tenure materials in accordance with applicable faculty deadlines, procedures, and university requirements.
• Serve as departmental liaison with the Dean’s Office, AU Facilities, AU Telecom, AU Access Control, AU Mail Services, express mail providers, and other relevant campus or external service providers as needed; pick up, transport, receive, and distribute departmental mail and packages from the designated mail/package location in the connected building.
• Support the use and operation of departmental office equipment, including…