| Job Description: |
The Administrative Assistant II provides administrative and operational support to divisional faculty, staff, and leadership. Responsibilities include coordinating calendars and meetings, preparing correspondence and reports, maintaining records and shared resources, managing communications, and supporting recruitment and onboarding activities.
General Administration:
Provides administrative support to divisional faculty, staff, and leadership by coordinating calendars, scheduling meetings and appointments, maintaining divisional contact lists, organizational charts, and shared resources. Drafts routine correspondence, reports, and administrative documents, monitors and responds to inquiries received through shared divisional email accounts and maintains records and files in accordance with university and departmental requirements. Serve as the primary point of contact for coordinating visiting professors and guest visitors. Maintains faculty curriculum vita, biographical sketches, and other professional documentation. Assists with coordination of service and maintenance activities for office and research equipment to ensure operational readiness.
Fiscal Support and Travel Coordination:
Assists with coordination of travel arrangements and accommodations for faculty, staff, visiting professors, and guest speakers, ensuring compliance with university policy and procedures. Process travel authorizations, reimbursements, purchasing requests, Marketplace requisitions, invoices, and other fiscal transactions. Reconcile p-card transactions and maintain supporting documentation for auditing and reporting purposes. Supports divisional activities by preparing participant support payments and maintaining tracking spreadsheets to monitor payment status and completion. Assists with ordering, maintaining receipts, tracking, and distribution of office and divisional supplies while coordinating logistical arrangements, including lodging, transportation, and catering, for divisional activities and events.
Meeting Coordination and Documentation:
Assists with coordination of divisional meetings, seminars, lectureships, research meetings, and special events by managing schedules, meeting logistics, room reservations, and event arrangements. Prepares agendas, meeting materials, and supporting documentation, attends meetings as assigned, records and distributes meeting minutes, and communicates follow-up actions to ensure timely completion of assigned tasks and effective communication among participants.
Special Projects and Other Duties:
Provides administrative support for special projects as assigned by the Division Administrator, Division Chief, or Associate Division Chief. Assists with divisional programs, research-related activities, and strategic initiatives while performing additional duties as needed to support the goals, mission, and operational needs of the division.
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