Administrative Assistant

The Administrative Assistant serves as a front-line ambassador for University Advancement as well as the 4th floor partners of Zilber Hall, including the President’s office, the Executive Vice President’s Office, the Provost’s office and the Office of Mission & Ministry. This individual will oversee daily University Advancement office operations, manage administrative tasks and greet visitors and triage phone calls for University Advancement.

Duties and Responsibilities

1. Oversee daily office operations

• Answer incoming phone calls
• Manage reception area on the 4th floor, including serving as the first point of contact for all visitors (in coordination with the Information Desk in the main lobby and Visitor’s Log)
• Maintain 4th floor kitchen
• Oversee UA office space, conference rooms, storage space, and workstation technology needs
• Assist with UA meeting and gathering needs, including Friday Forums-refreshments and food and UA Celebration process coordination with host
• Oversee daily mail and package delivery, both campus and external, manage payment of all UA express and package postage invoices, coordinating checks with Gift Services
• Handle facilities/general building maintenance requests, including those for multi-function devices, for UA
• Business card ordering
• Serve as primary contact for vendors such as plant care
• Manage UA lists, including staff phone list and birthdays
• Manage publication subscriptions

2. Manage office supplies and equipment

• Maintain office supplies within supply room and storage room
• Place orders within the university’s purchasing system
• Maintain technology equipment and tracking for UA

3.  Student assistant hiring and management

• Manage the hiring, performance management and recognition efforts for all student assistants across University Advancement, with partnership from managers

4.  Projects/Other responsibilities

• Vacation tracking-log regularly and enter into Oracle, the university’s payroll system, monthly
• Create alumni identification cards
• Coordinate UA holiday cards, annually
• Lead on CASE annual membership