Description

The Office of Financial Aid is looking for a senior administrative assistant to support the Assistant Vice Provost for Enrollment Management and Executive Director of Financial Aid (AVP/ED), and perform various administrative functions to support the office. Exercising a high level of initiative, organizational skills, and customer service with an ability to handle a variety of tasks with accuracy are key characteristics of a successful candidate. This position reports directly to the AVP/ED and may provide general support to OFA leadership. This position is currently required to report to work in the office Monday through Friday, 8 am to 5 pm to ensure front desk coverage and available customer service.

Requirements

Responsibilities

80%  Administrative and operations support

• Provides high-level administrative support to AVP/Executive Director of Financial Aid and the financial aid leadership team. Anticipates conflicts, schedules appointments and meetings including the preparation of materials and high-profile meetings (e.g. appeals). Assists with documentation and coordination of new processes.
• Responds to general correspondence on behalf of the AVP/ED; handles calls in their absence. Initiates and prepares routine correspondence.
• Reviews, handles and distributes incoming and outgoing mail. Maintains and organizes the paperwork and files as necessary.
• Manages supply inventory and orders office supplies. Maintains office/computer equipment (printers, copiers, etc.). Initiates tasks to resolve maintenance issues. May serve as facilities assistant.
• Coordinates travel arrangements for the AVP/ED. Prepares, reviews and reconciles travel and expense reports. 
• Arranges university vehicles for outreach staff and conference travel. 
• Works with Associate Director of Business Administration and Budget Analyst in OEM to manage procurement card inventory for OFA. Monitors expenditures on a monthly basis, and assists AVP/ED with procurement card reconciliation as needed. 
• Reconciles OFA Statement of Accounts.

10%  Human resources support

• Process student and temporary appointment hires, terminations and other HR transactions. Consults with OEM HR Generalists as necessary.
• Schedule interviews, develop candidate packets and greet candidates throughout the search process.
• Assist with new employee (regular and temporary) onboarding for department - review Form I-9, arrange for phone/computer equipment setup and may request appropriate access by position.
• Assists with temporary and student employee offboarding – process temporary employee termination transaction with OEM HR approval and requests access removal.

10%  Manages and/or performs special projects

• Assists AVP/ED with scheduling and coordination details of staff engagement events, meetings and off-site conferences.
• Receive subpoenas and refer them to the Office of General Counsel.
• Other duties as assigned.

Minimum Qualifications

• Bachelor’s degree or equivalent combination of education and experience. 
• Considerable customer service experience and demonstrated knowledge in appropriately handling confidential and sensitive information.
• Progressively responsible professional experience including administrative support.
• Possesses a flexible, problem-solving attitude and a willingness to work successfully in a team environment. 
• Excellent verbal and written communication skills.
• Strong working knowledge of Microsoft Office products and Google applications.
• Experience with Zoom or other video conferencing tools.
• Proven experience working with multiple stakeholders, at all levels, with exceptional interpersonal skills.
• Must be self-directed; pay high attention to detail with superior organizational skills.