Administrative Assistant

**Administrative Assistant**:
**Summary**:
This position is part of a collaborative and agile team that provides administrative support within the assigned portfolio.

**Duties and Responsibilities**:

- Serves as the primary point of contact for the office providing clear and effective communication, addressing inquiries, and providing direction in alignment with organizational values and priorities
- Provides calendar support for directors and managers including scheduling and coordination of meetings, assisting with calendar organization and scheduling large group meetings
- Provides meeting support such as scheduling unit and committee meetings, room booking, maintaining meeting records, creating and distributing agendas and minutes, ordering catering, and tracking action items
- Coordinates the signing of documents and contracts, confirming that proper approvals are in place and relevant approval processes are followed
- Provides purchasing support including invoice submission, purchasing card procurement and reconciliation, monitoring non-salary expenditures, and assisting with reporting, remittances, and expense form requests
- Formats and proofreads various documents, presentations, and correspondence, utilizing proper formatting and university style standards, collaborating on version control, converting and exporting files, creating documents, and finalizing and delivering content
- Maintains records and information, retention schedules, data storage sites, as well as cleaning and purging paper and electronic files as needed
- Assists with human resource processes such as submitting job postings, scheduling interviews, submitting letters of offer, assisting with onboarding and offboarding processes, and processing changes to employment records
- Provides support for the timely and accurate processing of financial and payroll transactions, including financial corrections with appropriate, approved supporting documentation attached, filed, and secured for future review
- Provides travel and expense support including booking support, event registration, expense reporting, policy adherence, reimbursement processing, travel arrangements, and membership renewals
- Provides support for catering and events including budget management, logistics management, menu planning, vendor coordination, and coordinating staff appreciation events and activities
- Performs general office administrative tasks such as ordering supplies, managing keys and equipment, coordinating mail and telephone requests, handling business cards and nametags/nameplates, and updating contact distribution lists
- Builds and maintains positive relationships with key internal and external stakeholders, working collaboratively with administrative network colleagues
Assists with space-related activities and coordinates the submission of requests to appropriate units
- Assists with basic troubleshooting of office equipment and software, and coordinates with IT support as needed
- Greets and assists visitors, providing a welcoming and professional environment
- Communicates and acts in a respectful and professional manner, collaborates effectively, abides by policy, and contributes to a positive and productive work and learning environment
- Engages in continuous learning by participating in activities, training, and events related to Indigenous engagement, reconciliation, equity, diversity, and inclusion
- Demonstrates respect and dignity for all members of the community, actively contributes to an environment of acceptance and inclusion of others and responds to different perspectives from a place of curiosity, respect, and non-judgement
- Undertakes related duties, as assigned, consistent with the nature of the position.

**Qualifications**:

- An office administration diploma
- Minimum of one year related administrative experience, preferably in an academic setting
- Experience with university systems is a strong asset
- Excellent interpersonal and communication skills with a customer service orientation
- Demonstrated ability to handle sensitive information in a professional manner and to maintain confidentiality
- Strong organization and time management skills, with the ability to prioritize tasks and meet deadlines in a busy environment
- High attention to detail and accuracy
- Ability to work independently with mínimal supervision and remain effective under pressure and in stressful situations
- Proven ability to build positive relationships and collaborate with diverse internal and external stakeholders

**Department**: Administration Network
**Status**: Permanent
**Employment Group**: Exempt
**Full Time Equivalent (FTE)**: 1.0
**Salary**: The salary range, based on 1.0 FTE, is $42,760.00 - 69,485.00 per annum. The starting salary will be commensurate with education and experience.
**Salary Phase/Band**:Salary Band 1
**Posted Date**: 10/27/2025
**Closing Date**: 11/16/2025 at 6:00 pm CST
**Number of Openings**:1
**Work Location**:On Ca