Administrative Assistant

This position provides comprehensive administrative and clerical support to the Director for University Recreation and the Assistant Vice President for Health & Well-Being. This role collaborates in a cross-divisional and cross-institutional approach to support department fiscal management, administrative efficiencies, and student service support.
This position supports the administration of the services, functions, and activities related to University Recreationresourcesandservices.TheAdministrativeAssistantwillservewithastudent-centeredapproach, seek continuous and integrated improvements across supported areas, collaborate with campus partners to achieve goals, and engage efforts with diplomacy and resolution-seeking.
Characteristics of a successful candidate:
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Demonstratesincereenjoymentfromworkingwithstudentsandcolleagues.
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Motivationtocreateacaringandwelcomingenvironment.

• Integrity,kindness,creativity,anddecisiveness.

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Abilitytoservewithagility;importanttolead,listen,andservewithempathy.

• Acommitmenttopracticing opencommunicationandinspiringtrust.

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Abilitytomanagemultipleprioritiesinafast-pacedcampusenvironment.
Primary Duties and Responsibilities
AdministrativeSupport–UniversityRecreation
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ProvideprimarysupportfortheDirectorforUniversityRecreationandteam;includingcalendar management, budget support, and transaction reconciliation.
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Monitorandreconciledepartmentalbudgetexpendituresinatimelymanner;assistinpreparingand maintaining accounting records on budgets for which the Director is responsible.
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Supportbasicfiscalandadministrativeprocesses,includingroutingforms,trackingapprovals, transaction reconciliation, and coordinating documentation.
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Maketravelarrangements;prepare/processtravelauthorizationsandreimbursementclaims.
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Coordinateandpreparedepartmentmeetingmaterialsasdesignated;includingthepreparationof agendas, minutes, presentations, and additional items as needed.
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Support theDirectorwith theonboardingprocessfornewteammembers,such asorderingsupplies and computers, submitting work orders, requesting phone lines activations, and putting together welcome packages.
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Maintainconfidentialityandexercisesoundjudgmentwhenhandlingsensitiveinformation.
AdministrativeSupport–AssistantVicePresidentforHealth&Well-Being
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ProvideadministrativesupporttotheAssistantVicePresidentofHealth&Well-Beinginalignmentwith theDivision’sSharedAdministrativeSupport(SAS)model.
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Assistwithcalendarcoordination,meetinglogistics,andpreparationofmaterials,asassigned.
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Supportbasicfiscalandadministrativeprocesses,includingroutingforms,trackingapprovals, and coordinating documentation.
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Serveasapointofcoordinationbetween theAVPforHealth&Well-Beinganddivisional partners, ensuring timely communication and follow-through.
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Maintainconfidentialityandexercisesoundjudgmentwhenhandlingsensitiveinformation.
OfficeSupport
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CollaboratecloselywithsupervisorsandUniversityRecreationstafftoresolveconcernsandimplement proactive strategies that support continuous improvement.
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Managethegreetingandintakeofofficevisitors;triageinquiries,respondtophonecalls/emails,and ensure all requests are handled promptly, professionally, and with a welcoming demeanor.
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Submitandtrackworkordersthroughappropriatechannels.
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Processrequisitionsandordersforofficesuppliesandequipment;manageincomingandoutgoingmail and email communications, including sorting, distributing, filing, and tracking as appropriate.
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Assisttheteamwithappointmentscheduling,coordinationofevent/meetingspaces,andfoodordersas needed.
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Maintainanup-to-dateinventoryofallpromotionalandmarketingmaterials,officesuppliesand coordinate orders as needed or at the request of department leadership.
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Assistinthedevelopmentandmaintenanceofofficeproceduresmanual/handbookto ensureaccuracy and consistency of operations.
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Upholdanorganizedphysicalworkspaceandfiling/correspondencemanagementsystem.
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ProvidegeneraladministrativesupporttotheUniversityRecreationteamasneeded.
DepartmentandDivision
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Handleallinteractionsandcommunicationwithstudents,supervisees,andbothinternal/external campus community in a clear, positive, professional, and timely manner.
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ProvidedailysupportforstudentworkerswhoassistwithFoyCentercoverageandotherdepartmental functions.
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Uphold,enforceasneeded,andremainknowledgeableofdepartmentanduniversitypoliciesand procedures.
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Supportissue-spottingandcontinuousimprovementeffortsacrosssupported areasandcommunicate any concerns or recommendations for improvement to the Director for University Recreation or appropriate departmental staff.
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SupportthemissionofUniversityRecreation,StudentAffairs,andAPSUthroughactiveparticipationin departmental and campus-wide initiatives, and committees
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Remaincompetentandcurrentthroughprofessionaldevelopment and/orparticipationinprofessional organizations.
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Establish,foster,andmaintainsuccessfulrelationshipsacrossthedivisionandinstitution.
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Preparetimelyandaccuratereports.
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Performotherjob-relateddutiesasassigned.
Minimum Required Qualifications
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Highschoolgraduateorequivalent,andatleast1yearofrelatedpriorexperienceasafull-time professional assistant or projects coordinator.
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Knowledgeofbestpracticeswithprovidingadministrativesupport,leadingspecialprojects,andevent coordination.
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EfficiencywithMicrosoft365toincludeOutlook,Teams,OneDrive,OneNote,Word,andExcel.
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Skillsthatexemplifycollaboration,communication,andadvocacy.
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Advancedoralandwritten communicationskills.
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Demonstratedabilityto analyzeandassessdata.
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Demonstratestrongorganizationalandtimemanagementskillstoeffectivelyperformalltasks.

• MaintainRedCrossAdultandPediatricCPR/AED/FirstAidcertification,orobtainwithinthefirstninety

(90)daysofhire

Preferred Qualifications

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Bachelor'sdegree andatleast2yearsofrelatedexperienceasafull-timeprofessionalassistantor projects coordinator.
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Excellentwritingskills.

• Experienceleadingspecialeventsandprojects.