Administrative Assistant

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Administrative Assistant
The candidate will be responsible for performing secretarial, clerical and supportive tasks in order to assist the Director(s) and staff in providing efficient, friendly and courteous service. Assist with coordination of overall office procedures and needs, and support timely response to students and campus colleagues. Assist Director with supervision of budget operations by supporting and/or managing budget processes such as: check and cash requests, deposits, reimbursements, travel authorizations and expense reports, purchase orders, invoice processing, credit card reports and expense reallocations, budget files, expense forecasting, and oversight of contracts. Process all event documentation, including contracts, supporting documents (W-9, EIN/TIN), purchase orders, CaterTrax (food) orders, EMS space reservations, and process payments in a timely manner (checks, cash, or credit card) for all Student Life units, including UPC, SGA, and The Pub. Maintain detailed and timely documentation of the status of all aspects of events/programs, from contract procurement through final payments. Support departmental-specific functions and software programs (e.g., PosterMaker, Adobe Suite, Banner) as needed. Assist directors with data collection, analysis, and reporting of program-specific assessment and compliance efforts. Manage the department's Bookstore credit card, including sign-out process and reallocation to other departments in the suite. Process pre-and post-travel documents for staff/student travel to conferences and trainings. Prepare job descriptions, oversee hiring, and create e-PAFs for student workers in the Campus Work-Study Program (CWS). Process timely/accurate payroll submissions for student workers in the Campus Work-Study Program (CWS). Serve as a proxy for payroll submissions for students in the Community-Based Work Study Program (CBWS). Assist with training, scheduling and supervision of student workers for the front desk, The Pub, and the Student Development suite. Supervise and assist front desk student workers on any projects/events that require sign-up procedures involving the exchange of money. Assist with training of any new administrative assistants in the Suite and Division. Support the university mission and identity while fostering a collaborative team environment prioritizing service to students. Provide personal and, where necessary, confidential administrative support for all office activities. Handle all incoming and outgoing correspondence and inter-office communications in a professional manner. Provide administrative support for various special events, special projects, and student programming. Maintain departmental forms and other needed resources for staff and the front office area. Work collaboratively and maintain effective communication with support staff in the Student Development suite in order to promote a welcoming environment and well-informed team approach. Serve as a backup to other administrative support staff in the suite Serve as the primary backup to the Administrative Assistant for Civic Engagement and Student Integrity and Welfare as needed.

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