Administrative Assistant II

Responsibilities and Duties

• Organize and maintain files/reports for multiple purposes, including: personnel, budget/purchasing reports, and inventory. Develop and maintain Excel spreadsheet databases and produce reports under supervision. Maintain department budget with responsibilities for processing and monitoring financial transactions. Review and approve travel expense reports for faculty and students. Arrange and coordinate department meetings and events for the department. Attend meetings as requested for sign-in support, minute taking, and general trouble shooting.
  
  Assist with departmental and faculty supply purchases using the P-Card, ensuring compliance with procurement policies and accurate documentation. Responsible for managing TU Foundation accounts and overseeing the faculty grants, ensuring compliance with financial policies and supporting the effective allocation of funds.

• Provide excellent customer service including answering phones and responding to program inquiries. Triage students, faculty, and visitor needs within the department, providing basic information based on department programs, college, and university policies and procedures and making appropriate referrals when answers are not available in the department. Handle incoming/outgoing correspondence and draft routine communication of a general and non-technical nature to faculty, staff, and students.
  
  Monitor classroom technology issues, maintenance issues and report to proper department.

• Oversee office operations, including internal communication, operational support, and guidance to student employees and other staff as needed. Follow-up on pending issues and deadlines with faculty, staff, students, and college/university employees. Maintain confidentiality and discretion with human resource-related tasks.

• Manage department equipment inventory, including coordination of equipment purchases, maintenance, tagging, disposal. Oversee iPads, Swivels, and equipment lending programs.

• As needed, assist with schedule building in CLSS, room reservations, parking, adjuncts, offload and additional compensation contracts.

• Support department with other administrative duties as needed.

Required:

• High School diploma or equivalent.
• Three years of experience providing administrative support.
• Strong communication skills.
• Ability to work collaboratively and independently and interact with the public, employees, and students in a courteous, respectful, and efficient manner.
• The position requires a candidate who is dependable, motivated, and appreciates being the “face” of the department; they are experienced with providing a positive attitude and business professional attire as representative of the department/organization.
• Working knowledge of a variety of software platforms and standard office equipment.
• Strong organizational and time management skills to meet required deadlines.
• Willingness to be creative, develop efficient practices and systems, and learn new skills.
• Ability to multi-task, attend to key details, and shift priorities as needed.

• Maintain confidentiality.

  Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

  Preferred:

• Previous experience in an academic support office setting, including budgets and work in a multi-tasking environment.