Administrative & Operations Assistant

** NOTE TO APPLICANT:
** Some positions require a resume, cover letter and/or other documents to be submitted with your application. Please submit these as one attachment in the My Experience section of the application under the "resume/CV" upload section. Once you submit your application, you will not be able to attach additional documents.
* Independently perform routine and non-routine administrative duties and responsibilities to support the HMC Makerspace.
* Hire student employees and approve timesheets for Makerspace Student Workers. This work will be completed with the support of HMC HR Payroll Specialist and using the HMC Human Resources Information System, Workday.
* Provide student employee onboarding support and training as needed.
* Coordinate purchasing logistics and expense reimbursements for internal programs, notably including Student Project Grants & Shanahan Student-Directed Projects.
* Request building access and interior swipe access for Makerspace constituents in collaboration with HMC Facilities and Maintenance.
* Assist with managing email inquiries directed to the Makerspace.
* Oversee the rotation and organization of the snack inventory.
* Provide support to student workers and student leadership.
* Purchase supplies and equipment for the Makerspace as requested.
* And other duties as assigned.
* Use HMC Workday Financials software for the following purposes:
+ Process expense reports including reimbursements and purchase card reconciliations.  + Create supplier requests and supplier invoices for accounts payable. Process cash sales for accounts receivable.  + Create and reconcile purchase orders.  + Create journal entries. Assist with budget tracking and reporting.  + Assist with maintaining a database of operating, and non-operating discretionary account numbers and work tags.  + Manage petty cash processes as needed.
* Performs other duties as assigned.
* ** Required

Education:

** A high school diploma is required, along with relevant education, training and/or experience that demonstrates the necessary knowledge, skills, and abilities for the role.
* *
* Required Experience:

** A minimum of three years of progressively responsible office and administrative experience is required.
* ** Required Licenses/Certificates:
** Valid driver’s license with a driving record acceptable to the College’s automobile insurance carrier.
* ** Administrative and Financial Skills**:
Strong organizational abilities for handling administrative tasks. Proficient with office software and systems for financial transactions, expense reporting, and budgeting.
* ** Communication and Customer Service**:
Excellent verbal and written communication skills to clearly convey information, provide feedback, and interact professionally with colleagues, students, and vendors. Strong interpersonal skills for effective and courteous support.
* ** Attention to Detail:
** High accuracy in managing sensitive information and financial transactions. Meticulous in tracking and organizing administrative tasks.
* ** Confidentiality**:
Dedicated to handling confidential information with discretion and maintaining privacy according to company policies.
* ** Adaptability:
** Flexible in managing changes in priorities, handling unexpected situations, and working additional hours as needed. Open to feedback and adapting to evolving workplace needs.
* ** Technical Proficiency:
** Proficient with Microsoft and Google applications for document preparation, data management, and communication.
* ** Superior Organizational Skills**:
Effective in organizing and prioritizing work to meet deadlines and manage multiple tasks in a dynamic environment.
* ** Professionalism:
** Projects a polished and professional image, demonstrating a positive attitude, strong work ethic, and a “can do” attitude.
* ** Event Flexibility:
** Willing to work evenings and weekends as needed for events and special projects.
* ** Institutional Knowledge:
** Keeps up-to-date with College policies and procedures.
* ** Teamwork and Independence:
** Capable of working both collaboratively in a team and independently with minimal supervision.
* Knowledge of Workday Financials, Canva, and Kuali Build is preferred.
* Bachelors Degree
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