Administrative Assistant III

Classification Title:

Administrative Assistant III

Classification Minimum Requirements:

High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.

Job Description:

Key Responsibilities

1. Calendar and Scheduling Support

• Manage and maintain the Director''''s calendar, including scheduling meetings with faculty, staff, university offices, and external partners.
• Coordinate meeting logistics and communicate scheduling updates as needed.
• Monitor schedules and bring potential conflicts or issues to the Director''''s attention.
• Assist with travel arrangements and related logistics.

2. Meeting Coordination and Follow-Up

• Schedule meetings and coordinate agendas, materials, and logistics.
• Prepare background materials and briefing information as requested.
• Maintain records of action items and assist with follow-up on outstanding requests.
• Coordinate distribution of meeting materials and related communications.

3. Communication and Administrative Support

• Draft routine correspondence and communications for review by the Director.
• Monitor incoming requests and help ensure timely responses.
• Route inquiries, documents, and requests to the appropriate individuals or offices.
• Assist with document preparation, signatures, and administrative workflows.

4. Administrative Support for Director-Led Activities

• Assist with preparation and organization of reports, presentations, and supporting materials.
• Coordinate logistics associated with committees, faculty searches, recurring meetings, and other Director-led activities.
• Maintain files, records, and reference materials associated with the Director''''s Office.
• Assist with organizing information and materials related to strategic planning and annual reporting activities.

5. Visitor and Event Support

• Coordinate logistics for visits involving faculty candidates, collaborators, donors, and university partners.
• Assist with planning and implementation of events involving the Director.
• Ensure visitors and events are organized and professionally managed.

6. Project and Administrative Tracking

• Maintain simple systems to track key deadlines, action items, and recurring activities.
• Help monitor progress on administrative tasks and bring outstanding items to the Director''''s attention.
• Maintain calendars and reminders associated with recurring reports, meetings, and annual activities.

Expected Salary:

Salary will be commensurate with experience and education.

Required Qualifications

High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.

Preferred:

• 2+ years of administrative or executive support experience, preferably supporting senior leadership
• Advanced proficiency in Microsoft Office Suite (especially Outlook, Excel, and PowerPoint)
• Experience managing complex calendars, coordinating meetings, and handling travel arrangements
• Strong written and verbal communication skills, with experience drafting professional correspondence
• Demonstrated ability to handle confidential information with discretion and professionalism
• Experience preparing reports, presentations, or briefing materials
• Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines
• Customer service mindset with the ability to interact effectively with internal and external stakeholders

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This position is eligible for Veteran's preference. If you are claiming Veteran's preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran''''s Preference Page for more specific information.

Health Assessment Required: No