Temporary Administrative Assistant

Role Overview

• Provides administrative support for the Learning Experience Team, including but not limited to: Document creation and coordination, gathering data for reports, meeting coordination and documentation, calendar management, travel planning, submission of expense reports and organizing and maintaining document filing systems
• Assist the AVP in monitoring and seeking reimbursement from appropriate cost centers and departmental budgets
• Executes travel arrangements for Department team members such as flights, hotel, and itinerary as needed
• Coordinates with team to organize and store assets, including managing learning assets, documents, etc. on SharePoint, or video hosting platform
• Submits and tracks invoices for multiple teams across the department, ensuring accuracy, proper coding, and timely processing in accordance with organizational policies
• Coordinates and manages project logistics for the video production team, including scheduling, resource tracking, deadline monitoring, and communication with internal stakeholders to ensure timely project completion
• Assists with taking meeting notes, updating agendas and meetings, documents, spreadsheets and tracking software
• Orders and tracks office supplies for the department, ensuring timely fulfillment of team needs while adhering to approved budgets and purchasing guidelines
• Coordinates and updates content on the department’s SharePoint site, ensuring materials are accurate, properly organized, and aligned with departmental standards
• Other duties as assigned.

Requirements

• High School Diploma or equivalency required
• Bachelor’s degree preferred
• One (1) year relevant experience in an administrative support role required
• Preferred experience supporting a department within a university setting
• Ability to participate as an active team member for the Business unit, Department and organization and work toward a common goal
• Demonstrates an ability to participate as an active team member working toward common goals
• Accepts personal accountability, proactively seeks resolution for personal limitations head-on; and supports honesty and respect towards others, the company and oneself
• Ability to resolve problems using initiative and creativity, practical options may need to be assessed or identified, or the problem broken down into component parts; routine data or information is gathered form standard sources and analyzed using pre-determined procedures
• Solid critical thinking, reasoning skills to determine a different course of action and complete tasks and/or projects
• Intermediate use of computers and Microsoft Office Suite Applications such as Word, Excel, Power Point, Outlook
• Strong working knowledge of organizational skills with attention to details, accuracy, follow-up, and follow-through
• Strong interpersonal skills and the ability to effectively communicate with a wide range of individuals of constituencies in a diverse community
• Ability to communicate effectively orally and in writing
• Work independently and foster a cooperative spirit within a large and/or small team of diverse cultures, while working in a fast-paced environment with multiple deadlines and frequently changing priorities.

Benefits

• comprehensive well-being benefits for you and your family