Administrative Assistant - Office of Public Relations and University Events

Description

Summary:
The Administrative Assistant performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized recordkeeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and oversees lower graded staff and/or students. May coordinate specified administrative activities and reporting across multiple organizational units within the department of Marketing, Communication, and Advancement.

Examples of Duties

Essential Duties & Responsibilities:

• Oversees and/or performs a range of diverse administrative activities for the Office of Public Relations and University Events. Serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the office.
• Provides administrative support for the Executive Director including managing and creating schedules, making travel arrangements, drafting and confirming written and verbal communications, greeting and directing visitors, managing administrative problems and inquiries as appropriate. Reviews incoming and outgoing correspondence, and follow-up on operational commitments.
• Creates, composes, and edits correspondence and documentation; prepares a variety of technical event, financial and comprehensive reports, letters, memos, and other written materials using Microsoft Office and event software systems
• Organizes and facilitates meetings and special events via zoom or in person as directed. Takes meeting notes and provides administrative support and follow-up on matters arising from meetings.
• Researches event information and compiles statistics and prepares event executive summaries.
• Monitors, reconciles, and assists with fiscal administration for the Office of Public Relations and University Events including but not limited to budgets, contracts, expense reports, travel and/or purchasing
• Coordinates logistics for office managed meetings and events including facility/meeting room usage, catering, audiovisual presentations, etc.
• Establishes and maintains organized and efficient files and databases, as appropriate. Responsible for the administration, security, confidentiality, and retention of office files.
• Ability to maintain confidentiality and make administrative/procedural decisions and judgments
• Establishes, updates, and maintains office equipment inventories,
• Assist with the supervision of student interns as appropriate
• Performs other job-related duties as assigned

Typical Qualifications

Minimum Position Requirements (including certifications, licenses and etc.):

• Bachelor's degree
• At least 5 to 6 years of experience that is directly related to the duties and responsibilities specified
• Experience coordinating activities and events dealing with logistics, publicity, communication
• Experience managing multiple projects with varying deadlines in a professional setting
• Experience working in higher education
• Ability to gather data, compile information, and prepare reports

Supplemental Information

Knowledge, Skills and Abilities:

• Demonstrate proficiency in Microsoft Office Suite
• Professional verbal and written communication skills
• Strong customer service experience, problem solving and organizational skills, attention to detail and multitasking ability
• Enthusiastic and positive energy

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, short and long-term disability, holidays, vacation, and sick leave.

To learn more details, visit our benefits page at http://www.aamu.edu/hr