ADMINISTRATIVE ASSISTANT, Global Programs (4695/F1417)
Provide executive level administrative support and report to the Vice President and Associate Provost for Global Programs (VP/AP). Provide direct and or backup administrative support on special initiatives across Global Programs’ teams. Specifically the Administrative Assistant will assist the Assistant to the VP/AP with the coordination of the flow of information between various offices and executives, ensuring the proper distribution of directives and procedures. Coordinate and manage the VP/AP’s schedule, as well as complex travel arrangements (primarily international) for the VP/AP and staff. Maintain office files and records, and assist in managing student workers. Assist with all office purchases and property management, including oversight of petty cash, P-card, supply purchases and related processes. Support VP/AP with budget process in coordination with the Managing Director, Finance & Administration. Undertake independent research and analysis as needed for presentations or reports.
Position Essential Functions:
- Coordinate the flow of information (often confidential information) between various offices and executives ensuring the proper distribution of directives, procedures, etc. Receive requests from both internal and external agencies and take appropriate actions, acting on behalf of the VP/AP when necessary. Undertake independent research and analysis as needed for presentations or reports.
- Provide high-level administrative support for the Office of the VP/AP for Global Programs: Coordinate and manage the VP’s schedule, maintain office files and records. Manage complex travel arrangements (primarily international) for the VP/AP and staff. Take quality meeting minutes, establish a system of maintenance and reference, and track action items for follow-up. Answer main VP phone line, collects and sorts VP/AP mail.
- Provide administrative support for special projects and initiatives often across multiple Global Programs’ teams, which include Study Abroad, International Students and Scholars Office, Center for English Language and Orientation Programs, Global Offices, EUSA, IEW and other initiatives.
- Assist with the financial operations of the office, processes expenses associated with the Office of the VP/AP for Global Programs. Support procurement of office needs, oversee petty cash, P-card, and related processes.
Bachelors degree in a relevant field. Possess at least five years of experience in a large, complex organization. Ability to communicate professionally and effectively with audiences of all levels, from high-level, international dignitaries and University senior management to students and their parents. Ability to handle confidential issues with discretion and tact. Highly organized and attentive to detail. Proven project management experience.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. We are a VEVRAA Federal Contractor.