Temporary Administrative Assistant

Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program

Hours per week: 24 hours per week, three days a week, in person

Timeframe: As soon as possible start date - 2/19/2027

The purpose of the Temporary Administrative Assistant position is to ensure effective and efficient operations of the Chancellor's Office through seamless communication, facility and technology management, adherence to all safety protocols, and confidentiality of sensitive information. Chancellor Office operations related to this position include the planning and execution of Chancellor-hosted events that will provide professional and memorable experiences for internal and external stakeholders,) and general office support.

Administration - 70%

• Collects and analyzes information received from Chancellor Office phone calls and email inquiries and routes information and requests to appropriate departments/individuals, including logging complaints that may be submitted.
• Drafts Chancellor Office Communications and public-facing documents, sends emails in Salesforce for the Office, maintains Chancellor's Office webpages and the Chancellor communication blog.
• Provides general office management, such as coordinating repairs and maintenance using Facilities Management and Information Technology Systems and Services procedures.
• Coordinates Administrative Conference Room scheduling and ensures the technology is in working order. When applicable, instructs individuals on the use of technology features.
• Is aware of the office environment and notifies the proper authority if a harmful situation may exist.
• Updates the electronic office complaint log.
• Updates the content on the Chancellor's Office web pages using Drupal and updates the Chancellor's communication blog on the office website.
• Gathers information from a variety of resources; analyzes data and compiles research findings for use in project planning.
• Creates and/or maintains Google Groups such as Business Announce and Free to Departments.
• Reviews, tracks, and submits alcohol use applications ensuring appropriate approval guidelines are met.
• Assists with oversight of the Chancellor Office email account.
• Completes projects as assigned by the Chancellor and members of the Chancellor Office.
• Conducts administrative tasks and research for Chancellor and Chancellor Office projects.
• Assist in assigning work to Chancellor Office student worker
• Possible work with Shared Governance: updating membership lists, assisting with elections, maintaining the campus shared governance website, verification of agendas and minutes for all committee meetings held throughout each academic year.

Chancellor Events - 30%

• Researches, analyzes, and secures optimal venues, including execution of external venue contracts.
• Designs printed and electronic materials for events, including invitations, signage, directions, maps, name tags, and other visual elements used during events.
• Coordinates catering services, technology requirements, parking logistics, and alcohol use permits.
• Maintains records of event attendees and assists with follow-up communications.
• Coordinates volunteer workers and information stations, and plans guest seating for commencement.
• Works at events as needed, such as conducting guest/participation registration, and training and supervising commencement volunteers.

Required Qualifications:

• BA/BS plus at least two years of experience or a combination of related education and work experience to equal at least six years; applies knowledge and skill to a recurring task or activity with emphasis typically on precision and timelines of execution. Incumbents may have authority to supervise student employees. Proficient with Microsoft and Google suites.
• Demonstrated experience handling a wide range of administrative related tasks with a commitment to professionalism and confidentiality.
• Reliable and accountable.

The Office of the Chancellor provides leadership, advocacy and support while furthering campus priorities such as the Mission, Vision, and Core Values of the Strategic Plan and ensuring a diverse, welcoming and inclusive campus community through campus climate work. The Chancellor's Unit consists of the Office of the Chancellor, Intercollegiate Athletics, Glensheen, Advancement/Alumni Relations, and the University Marketing & Public Relations department.

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Pay Range: $26.08 -…