Administrative Assistant II

Description

The Administrative Assistant II provides advanced administrative support to the department and key team members by performing a wide range of complex clerical, organizational, and communication tasks. This role involves managing multiple schedules, overseeing office systems, and coordinating various aspects of daily operations. The Administrative Assistant II is responsible for overseeing office projects, maintaining confidential documents, preparing reports, and ensuring the office runs efficiently.

• Administrative Support: Provides comprehensive administrative support to the department by maintaining the filing system, completing data entry, and assisting with the preparation of documents, reports, and correspondence. Manages and coordinates appointments, meetings, and conference room reservations with attention to detail and timely follow‑up, and assists staff and management with both routine and specialized tasks.
• Project Coordination: Assists with tasks related to department projects, ensuring timely completion. May assist in leading smaller departmental projects or initiatives and contributes ideas for process improvement and efficiency.
• Technology Integration Support: Assists in the implementation of software or departmental technologies. Provides support for advanced office tools (e.g., project management software, data analytics tools) and troubleshooting minor technical issues, and may assist with some training.
• Maintains Office and Supplies: Ensures the office is kept clean, organized, and functional at all times. Performs office inventory management and proactively orders supplies when necessary. Maintains office equipment, ensuring that all tools and resources are fully operational.
• Ethics and Confidentiality: Demonstrates a consistent and uncompromising adherence to strong moral and ethical principles, values, truthfulness, and accuracy in all actions, and addresses all student and employee behavior in a confidential and respectful manner.
• Collaborative Teamwork: Establishes, maintains, and enhances positive work relationships with students, staff, faculty, and administrators.
• Continuous Learning & Professional Development: Keeps informed on emerging technology trends and common user issues in higher education, actively organizes or participates in applicable work groups, trainings, workshops, seminars, committees, and professional associations to promote continuous learning.
• Other Duties: Performs related duties within the scope of the position, including monitoring expenditures and assisting with fiscal tracking to ensure efficient operation of the division and support institutional objectives.

• At least a high school diploma or equivalent.
• At least three (3) years of administrative office experience.

Preferred

Education & Experience:

• An associate’s degree with coursework in business or related field.
• At least two (2) years of administrative office experience, including monitoring expenditures and assisting with fiscal tracking.

Knowledge, Skills, & Abilities:

• Excellent communication and interpersonal skills, with emphasis on strong organizational skills.
• Ability to understand, interpret and explain rules, regulations, procedures, and written and oral instructions.
• Ability to respond professionally to inquiries, complaints and information from various stakeholders.
• Experience utilizing record keeping and document maintenance, retention and organization protocols.
• Ability to overcome obstacles by engaging internal and external resources.
• Ability to complete projects in a higher education setting.
• Ability to work in a fast‑paced environment.
• Ability to communicate effectively through both oral and written means.
• Ability to establish, collaborate and maintain effective work relationships with students, faculty, staff, representatives of outside agencies, educational institutions, and the general public.
• Ability to convey an image of professionalism and dedication in work‑related activities.
• Ability to work with culturally diverse student and employee populations.
• Proficiency in the use of computers and software specific to the position, including spreadsheets and…