Administrative Assistant

**NOTE TO APPLICANT:** Some positions require a resume, cover letter and/or other documents to be submitted with your application. Please submit these as one attachment in the My Experience section of the application under the "resume/CV" upload section. Once you submit your application, you will not be able to attach additional documents. **Job Posting Title:** Administrative Assistant **Job Description:** **Title of Job:** Administrative Assistant, Office of Academic Affairs **POSITION SUMMARY:** The Administrative Assistant for the Office of Academic Affairs is a key member of the administrative support team, providing comprehensive administrative, operational, and programmatic support to the Vice President for Academic Affairs and Dean of the Faculty, as well as the Academic Affairs leadership team. This position plays an integral role in the day-to-day operations of the Office of Academic Affairs by coordinating administrative processes, managing communications, supporting academic programs and initiatives, organizing meetings and events, and delivering exceptional customer service to faculty, staff, students, and external partners. Reporting to the Assistant Director for the Office of Academic Affairs, the Administrative Assistant helps ensure the efficient and effective operation of the office through strong organizational skills, attention to detail, and responsive administrative support. The position is responsible for coordinating schedules, processing financial transactions, maintaining records, assisting with program administration, and supporting events and special projects, while exercising sound judgment, discretion, and professionalism in handling confidential information. Success in this role requires excellent organizational, interpersonal, and communication skills; the ability to manage multiple priorities in a fast-paced environment; meticulous attention to detail; and a strong commitment to advancing the College's academic mission through outstanding administrative support. **DUTIES AND RESPONSIBILITIES:** - Provide comprehensive administrative support to the Assistant Director for the Office of Academic Affairs, and members of the Academic Affairs leadership team. - Prepare, edit, format, and distribute correspondence, reports, presentations, meeting agendas, and other office documents. - Assist with coordinating meetings and events by scheduling appointments, reserving rooms, arranging technology and catering, coordinating travel and registration, and preparing meeting and event materials. - Provide administrative and logistical support for workshops, conferences, lectures, faculty meetings, retreats, receptions, and other Academic Affairs and Dean of Faculty programs and events. - Assist with day-of-event operations, including event setup, participant support, vendor communication, troubleshooting logistical issues, and post-event follow-up activities. - Maintain confidential files, records, databases, and documentation in accordance with College policies and procedures. - Provide administrative support for academic programs, faculty initiatives, scholarship programs, summer programs, and special projects through coordination of communications, documentation, and logistics. - Serve as a point of contact by responding to and routing communications with faculty, staff, students, alumni, external partners, scholarship organizations, and program participants. - Maintain program records, application materials, participant information, and tracking systems to support office operations and reporting requirements. - Assist with student employee recruitment, hiring, onboarding, scheduling, and payroll-related processes. - Process purchase requests, invoices, reimbursements, expense reports, and other financial transactions; assist with budget recordkeeping, reconciliation, and tracking. - Assist in the preparation and distribution of newsletters, promotional materials, announcements, event communications, and o…