Administrative Support I

Tracking Code714-280 Job Description

Works as part of the Administrative Assistant Pool of the School of Business Administration to provide an excellent level of service to the School’s faculty members and students. Work activities may be both generalized to the School of Business as well as more specific to an academic department or individual faculty, depending on projects and deliverables.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Perform specialized clerical and technical administrative tasks specific to an area of assignment or project
• Act as an administrative point of contact for faculty members, routing and processing various administrative tasks with quality and efficiency
• Respond to various inquiries from faculty, students and stakeholders in person, via phone and through written correspondence
• Ability to lift and deliver small packages and parcels (up to 20lbs.)

ROUTINE DUTIES AND RESPONSIBILITIES:

Department Responsibilities:

• Prepare and process financial (check/purchases) requisitions to procure necessary memberships, subscriptions, supplies, and services
• Able to book travel and organize travel itineraries; familiarity with web-based travel booking preferred
• Utilize Outlook calendar to schedule appointments/meetings
• Able to take and transcribe meeting minutes
• Assign advisors/advisees to department faculty
• Process supply orders through Office Depot account for School of Business
• Ensure copier, fax machine and other equipment are operational
• Plan, organize and assist in department events and activities (e.g. Hatter Saturday, tailgate)
• Days off and sick leave are requested through department chair with notification of RGIP Director

RGIP Responsibilities:

• Compile receipts, prepare and obtain approvals of Travel Expense Reports for director and students for reimbursement of travel expenses
• Organize April RGIP banquet including bidding and organizing restaurant reservation, awards, RSVPs, reconcile budget, complete POs, purchase requests, and reimbursements
• Organize George trips, process security clearance for financial district locations, handle hotel, airfare and restaurant reservations, transportation, student RSVPs, reconcile budget, and complete POs, purchase requests, and expense reimbursements
• Organize two RGIP Public Trustee on-campus meetings each year. Secure venue, order food, provide presentation material, ensure technology is ordered and operational, and establish cultural credit qualification/approval
• Plan, organize and assist in RGIP events and activities (e.g. Hatter Saturday, tailgate)
• Assist Director in determining budget for next fiscal year, print monthly budget reports; review for new entries processed; monitor budget expenditures
• Order supplies for RGIP
• Process monthly and/or quarterly invoices for open-end purchase order deliveries: Bloomberg Financial Services; Thomson Reuters Financial Services; Fresh Brew Innovations; Ready Refresh
• Receive, scan and email RGIP endowed student-managed investment fund statements from Charles Schwab; email to Finance Office
• Review subscription renewals (Morningstar in Library) not on open-end purchase orders; prepare check requisition, process for payment
• Process new student employee authorizations based on program director hiring lab assistants; supervise lab assistants; approve timesheets
• Organize RGIP "road shows": date, venue, publicity, travel arrangements, expense reimbursements, etc.
• Organize planning of CFA and G.A.M.E. Forum Competitions; organize arrangements: complete on-line registration form; submit check request for payment of registration invoice; compile fund statements to submit competition packet; make airfare, hotel and flight arrangements
• Get current price quotes for and initiate purchase orders/DPOs to order plaques; padfolios & engraved plates for class gift, merit award recipients, GAME and CFA competition recipients; prepare certificates for RGIP Public Trustees participants
• Maintain RGIP Access database and Excel spreadsheet with mailing addresses for RGIP publications; submit for CASS certification; adjust addresses as needed; update international mailing list for mailing/postage by department
• Maintain list of employment by RGIP alumni
• Support, development and production of RGIP publications as needed
• Maintain RGIP lab ("Trading Room"); make sure equipment is functioning properly; request and monitor IT support when needed; maintain lab supplies
• Performs other site and position specific functions as assigned.

Minimum Education: HS Diploma

Required Skills

• Strong focus on problem-solving and issue resolution with an emphasis on quality service
• Ability to organize a large scope of work materials and easily retrieve and provide updates on various deliverables
• Ability to independently prioritize deliverables to ensure timely turnaround and deadline compliance
• Excellent written and oral communication skills
• Flexible approach to work assignments with a demonstrated high-level of learning agility and the ability to multi-task

Required Experience

• Experienced in Windows-based technology with specific use of Microsoft Word, Excel, PowerPoint, and Outlook

Salary Grade: 4

Completed COVID-19 Vaccine status required

Job Location DeLand, Florida, United StatesPosition TypeFull-Time/Regular