Administrative Assistant

Position Summary

The Administrative Assistant for the Jim Thorpe Center for the Futures of Native Peoples provides essential administrative, logistical, operational, and budget support for the Center's daily work. This position supports communications, scheduling, travel coordination, event planning, record-keeping, visitor hospitality, budget tracking, receipt processing, and other clerical functions that help advance the Center's dynamic work in education, scholarship, public engagement, and Native American and Indigenous studies. The position requires exceptional organizational skills and the ability to manage multiple priorities effectively in a fast-paced environment. Responsibilities include maintaining close attention to detail while multitasking and ensuring tasks are carried through to completion. The role involves regular interaction with a wide range of stakeholders, including students, visitors, board members, Tribal partners, community members, donors, and campus partners, requiring professionalism, care, flexibility, discretion, and strong communication skills.

Essential Functions

• Administrative Operations, Calendar Management, Email, and Task Tracking: Provides day-to-day administrative and clerical support for the Center, including managing calendars, email correspondence, phone calls, office files, supplies, records, work orders, and general office systems. Maintains organizational systems to track deadlines, pending requests, meeting follow-up, travel details, event logistics, and daily administrative needs. Supports follow-through on tasks often in a fast-paced environment with accuracy, consistency, and attention to detail. 25%
• Budget, Financial Records, Purchasing, and Receipt Processing: Maintains accurate financial records for the Center, including budget tracking, ledger management, receipt processing, credit card reconciliation, purchasing, reimbursement requests, payment requests, honorariums, and expenditure documentation. Tracks spending across appropriate operating, program, grant, donor, and endowed funds. Ensures budget-related materials are organized, accurate, and submitted in a timely manner. 25%
• Event, Program, Meeting, and Community Engagement Support: Schedules, organizes, advertises, and provides logistical support for Center events, programs, meetings, classes, visits, ceremonies, and community-facing engagements. Coordinates room reservations, catering requests, printed materials, flyers, campus announcements, invitations, reminders, setup, and follow-up. Supports increased programming and community engagement connected to the Center's growth and future building. 20%
• Hospitality, Travel, and Visitor Coordination: Coordinates hospitality, travel, and visitor arrangements for guests, speakers, board members, students, Tribal partners, community members, and other visitors to the Center. Assists with travel details, lodging, ground transportation, itineraries, meals, reimbursements, and related documentation. Provides welcoming and professional support that reflects the Center's commitment to care, healing, and relationship. 10%
• Operational Systems, Policy Support, and Center Growth: Assists in developing, maintaining, and improving administrative procedures that support the evolving needs of the Center. Helps identify operational needs and supports systems for travel, purchasing, event planning, visitor hosting, board coordination, communications, building use, and record-keeping. Maintains documentation and internal procedures to support consistency, efficiency, and continuity as the Center grows. 10%
• Communication, Materials, Flyers, and Public-Facing Support: Supports Center communications by drafting, preparing, and distributing materials for events, programs, meetings, announcements, and public-facing activities. Creates and updates flyers, forms, polls, agendas, schedules, contact lists, and other materials needed to support the Center's work. Ensures communications and materials are clear, accurate, timely, and aligned with the Center's programs and responsibilities. Assists the Executive Director in managing the Center's newsletter. 10%

Other Duties and Responsibilities

• Other duties as determined or assigned.

Supervision

• Not responsible for supervising others.

Education/Requirements

• High school diploma or GED, required.
• Associate's degree, preferred
• Relevant administrative, office management, budget support, event coordination, communications, or customer service experience may substitute for preferred education. Equivalent experience should demonstrate strong organization, attention to detail, follow-through, professional communication, and the ability to manage multiple priorities may be substituted for educational requirements.
• Ability to work independently.
• Strong communication skills.
• Ability to prioritize and organize work.
• Strong customer service skills.

Experience

• 1 to 3 years of relevant experience.

Independence of Action

• Work progress is monitored by supervisor/manager; incumbent follows precedents and procedures, and may set priorities and organizes work within general guidelines established by supervisor/manager.

Work Environment

• Office environment/no specific or unusual physical or environmental demands.

Equipment/Tools Used

• Standard office equipment including computer, copier/printer, phone, etc.

EEO/Diversity Statement:

The College is committed to building a representative and diverse faculty, staff, and student body. We encourage applications from all qualified persons.