Administrative Assistant

Overview

We are seeking a highly organized, proactive, and forward-thinking Administrative Assistant to provide direct support to Associate Vice President (AVP) for Finance and Administrative Services.

In this role, you will act as a strategic operational partner. You will be responsible for tracking institutional deadlines, coordinating Director meetings, researching administrative issues, managing investment subscription agreements, and driving various special projects. The ideal candidate anticipates needs, thinks critically to solve problems before they arise, and keeps the AVP's office running seamlessly.

Responsibilities

* Anticipatory Planning:
Research complex administrative and institutional issues; independently contemplate potential challenges and proactively prepare briefing materials, talking points, and solutions ahead of key meetings.

* Action Item & Deadline Tracking:
Maintain comprehensive, dynamic "items to be done" logs and project trackers for the AVP to ensure divisional deadlines and strategic initiatives are met.

* Special Projects:
Contribute to various ad hoc projects, financial reporting, and administrative initiatives as directed by the AVP or the Vice President for Finance and Administrative Services.

* Director Meetings:
Set up, coordinate, and manage logistics for regular and ad hoc meetings involving division Directors and institutional leadership.

* Agenda & Minutes:
Collaborate with leadership to prepare strategic meeting agendas, coordinate necessary presentation materials, and transcribe precise meeting minutes.

* Liaison Operations:
Serve as a primary point of contact and bridge between the AVP, division Directors, other university departments, and external stakeholders.

* Investment Subscription Agreements:
Manage, track, and review divisional subscription agreements, service contracts, and renewals to ensure institutional compliance and continuity.

* Financial Systems Support:
Utilize and support financial management systems to assist with accounting, data entry, and basic ad hoc financial reporting/analysis.

* Manage the AVP's calendar with high judgment and tact, prioritizing competing requests.

* Compose, word-process, and edit various standard documents, institutional correspondence, and reports.

* Plan and execute division-wide events, such as retreats, receptions, and banquets.

* Maintain various files with confidentiality.

Qualifications

Minimum Qualifications:

To be considered for this position, applicants must meet one of the following criteria:

* Vocational or technical training/Associate's degree in an office or business field plus a minimum of four (4) years of related experience; OR

* A Bachelor's degree in a related field plus a minimum of two (2) years of related experience; OR

* A minimum of six (6) years of directly related professional administrative experience.

Knowledge, Skills, and Abilities:

* Critical Thinking & Problem Solving:
Exceptional analytical skills with a proven ability to work independently, think creatively, and anticipate executive needs.

* Organization & Execution:
Masterful organizational and time-management skills, with a laser focus on deadlines and tracking deliverables.

* Technical Proficiency:
Skilled with computer programs, including spreadsheets (Excel), presentation software, survey software, etc.

* Communication & Discretion:
Strong verbal and written communication skills; absolute ability to handle highly sensitive, confidential business data and personal information with tact.

* Institutional Knowledge:
Knowledge of, or the ability to quickly learn, University policies, procedures, and financial system operations.

Required Documents

Along with the online application, please attach:

Resume to be uploaded at the beginning of your application in the Candidate Profile under "Resume/CV" Cover letter to be typed/pasted at the end of your application (iForm)

Document size may not exceed 10 MB.

Advertised Salary

Commensurate with experience plus excellent benefits

ADA

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often…