Administrative Associate for AVP/Directors

High school diploma or equivalent

• Professional experience in an office setting.
• Excellent oral and written communication skills and the ability to deal effectively and professionally with a variety of persons at all levels of management within and external to a university environment.
• Proven ability to communicate professionally and effectively across multiple platforms, including emails, memos, letters, and presentations.
• Excellent organizational abilities and be able to work effectively in a fast-paced environment.
• Proven ability to multi-task and manage multiple deadlines.
• Ability to provide solutions.
• Highly proficient in Microsoft Office Suite, which includes Word, Excel, PowerPoint and Outlook.
• Skills in managing multi-calendar scheduling using available scheduling applications/tools.
• Collaboration skills.
• Professional and welcoming demeanor.
• Excellent customer service and hospitality skills.
• Ability to make sound decisions regarding deadlines.
• Ability to handle confidential material.
• Ability to thoroughly learn and operate new database systems.
• Organize and establish priorities.

• Work at a desk for long periods of time.
• Lift at least 25lbs.
• Driving as needed to perform job duties.

• Distributes mail daily.
• Organizes supply room and ensuring supply levels are appropriate for office needs.
• Submits requests each month to order needed office supplies, personal equipment and special requests from OUA staff.
• Manages all state vehicles, which includes key checkout, fuel, washes, maintenance/repairs/recalls and fleet rentals.
• Submits Copier/printer orders and service requests.
• Assists with property control maintenance for all staff and annual inventory as requested.
• Completes tasks related to records management, retention and destruction.
• Tracks conferences attended by OUA staff & share with AVP for presentation sharing.
• Assists with requisition submission as requested.
• Acts as the Building Safety & Security Representative and AED Management Representative.
• Acts as the departmental contact for EITS, Telephone Services, Printing Services, Parking Services, etc.
• Prepares OUA packages for shipping via UPS or FedEx Shipping.
• Communicates the OUA Policy & Procedure Manual Updates and Listserv announcements.
• Maintains list of DP passes and state vehicle permits for annual order from Parking Services.
• Maintains a stock of guest parking passes and notify Business Operations Professional when stock is low.
• Provides coverage for the front desk during office hours in the absence of the Administrative Assistant for Project Management.
• Other duties as assigned.

• Schedules and manages calendars.
• Develops, prepares, edits presentations, reports, and written communication as requested.
• Completes travel authorizations and expense reimbursements.

• Manages the OUA Listserv.
• Manages the electronic door access system.
• Submits FMD and F&A IT office work requests (for office maintenance, updates, repairs, computer issues, telephone moves, etc.)
• Makes updates and changes to the OUA webpage.
• Assists with conference room IT/AV setup for scheduled meetings.

• Assists with Bluebeam review scheduling.
• Tracks and schedules off-site visits/staff meetings.
• Schedules and communicates Meet & Greet events.
• Assists Administrative Assistant for Project Management with meal and event related tasks.

• Schedule meetings
• Draft and send correspondence (including initiating DocuSigns)
• Order office supplies
• Prepare expense reports/submittals
• Answer phones
• Other duties as assigned