Administrative Assistant II - Academic Affairs

Job Title

Administrative Assistant II - Academic Affairs

Essential Job Functions

• Provides comprehensive administrative and operational support for the Office of Academic Affairs.

• Serves as front desk receptionist; manages calendars; schedules appointments; coordinates meetings; and arranges travel, including preparing travel documentation and reimbursement materials.

• Assists with the planning, coordination, and execution of academic and institutional events, including Commencement and Faculty/Staff Institute, and provides logistical support as needed.

• Drafts, reviews, and distributes official correspondence, including emails, newsletters, announcements, and memoranda; prioritizes and routes incoming communications based on urgency and relevance.

• Maintains accurate physical and electronic records, files, and documentation in accordance with university policies and retention requirements.

• Updates and maintains website content and online communications for the Office of Academic Affairs.

• Handles sensitive information with discretion and maintains confidentiality in accordance with institutional and legal standards.

• Performs other related duties as assigned.

• Other related duties, as assigned.

Qualifications

Education:

Associate's degree from an accredited institution in Business Administration, Office Administration, Education, or a related field; Bachelor's degree preferred.

Experience:

Minimum of three (3) years of progressively responsible clerical, secretarial, or administrative support experience, including at least two (2) years at a level comparable to an Administrative Assistant I.

An equivalent combination of education and relevant experience will be considered.

Knowledge Skills and Abilities

• Knowledge of standard office practices, administrative procedures, and professional communication protocols in a higher education or professional environment.

• Knowledge of records management, document retention, and confidentiality requirements, including FERPA and institutional policies.

• Skill in using Microsoft Office (Word, Excel, Outlook, PowerPoint) and general office technology to prepare documents, manage calendars, and maintain records.

• Skill in organizing work, prioritizing tasks, and managing multiple responsibilities in a fast-paced office environment.

• Skill in preparing, editing, and proofreading professional correspondence and communications.

• Ability to communicate effectively and professionally with faculty, staff, students, and the public.

• Ability to maintain confidentiality and handle sensitive information with discretion and sound judgment.

• Ability to work independently and collaboratively, meet deadlines, and adapt to changing priorities.