Administrative Assistant II - CAAR (4429)

Purpose
Reports directly to the Executive Director of the Center of Academic Advisement and Retention. This position provides administrative support in a variety of functions to the individual team, department, and/or another group in the organization. Collects, reviews, and analyzes data and prepares reports, charts, budgets, and other presentation materials.

Essential Job Functions

• Manage all event logistics, including scheduling, venue coordination, registrations, communications, materials, and on-site support.
• Provides all aspects of administrative support for departmental operations, including but not limited to answering phone calls and providing information about the programs within the department.
• Open and close department along with greeting vendors, customers, students, and other visitors in a friendly, approachable, and professional manner and ensures that they are escorted to the appropriate areas.
• Assists the Executive and Directors of the Center of Academic Advisement and Retention in the preparation of departmental reports; maintaining various databases and spreadsheets, including budgetary expenditures, income generated by the department.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories.
• Assists the department employees with equipment and computer problems, typing of materials, etc.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Assists in data collection and review associated with the surveys of the University Advisement Center.
• Attends and maintains meeting minutes on all departmental meetings.
• Organizes and maintains department files both electronic and hard copy.
• Recruit, train, schedule, and supervise departmental work-study students.
• Provide executive-level administrative support to the Executive Director and departmental leadership, including calendar management, travel coordination, meeting scheduling, correspondence, and special projects.
• Maintains neat, clean, professional appearance as directed by university policy.

Additional Duties And Responsibilities

• Assumes additional responsibilities and performs special projects as needed or directed.