Administrative Assistant, History and International Studies

Responsible for providing administrative, operational and departmental support for center, academic, or non-academic department. Coordinates departmental workflow, scheduling, planning, and travel for meetings, specific departmental events, programs, and seminar series.  Maintains expenditures, monitors budgets, and coordinates purchases of office supplies. Assists in various marketing efforts including, but not limited to creating and distribution of promotional materials for events such as brochures and flyers.

• Acts as first point of contact for unit or department; answering questions and providing resources to students, staff, faculty, parents, etc., via phone or email. May serve as back-up contact in related areas/departments, as needed. 
• Manages scheduling and calendar appointments.
• Assists with coordinating events and/or meetings including scheduling, securing locations/event spaces, arranging catering, working with vendors and presenters, identifying audio-visual needs, coordinating travel (accommodations, dining reservations, etc.), etc. 
• Inputs data and maintains records in department databases. Compiles, tracks, and assesses various data fields within databases, as needed by department/area. May generate reports from databases for department/area. 
• Completes financial transactions including but not limited to, processing all invoices, check requests, reimbursements, and transfers, filing all appropriate paperwork, monitoring expenditures and budgets, submitting expenses reports, and submitting student payroll. 
• Maintains and updates websites and online calendar of events. 
• Orders necessary office supplies and materials for department/area, meetings, and events. Works with vendors on invoicing and purchase orders. Liaises with appropriate parties to service office equipment and troubleshoot issues. 
• Prepares and send communications and correspondence based on needs and direction of those within department/area. Provides marketing and communications support by coordinating, ordering, and/or creating promotional materials for events such as brochures, posters, and flyers. 
• Perform other related duties as assigned and based on departmental need.
   

• High School Diploma, or GED
• Strong problem-solving skills with the ability to work well in fast-paced and stressful environments 
• Good time management skills with the ability to prioritize work 
• Excellent human relations/customer service skills with the ability to respond effectively to sensitive inquiries or complaints 
• Demonstrated understanding of and commitment to diversity, equity, and inclusion 
• Ability to work independently as well as with a team 
• Effective communication (written and oral) skills 
• Public speaking and skills to develop presentations 
• Ability to perform data entry with a high degree of accuracy 
• Ability to evaluate information, interpret and analyze data, and develop reports 
• Skill in program planning, implementation, and management 
• Ability to train team members or student employees and schedule/coordinate work and activities of others 
• Ability to cultivate and maintain relationships with leadership, faculty, staff, students, and external stakeholders/constituencies 
• Ability to uphold a professional code of ethics and maintain confidentiality 
• Knowledge of departmental technology and computing skills 
• Skill in accounting and budget management