Administrative Assistant - Inclusion and Equity
Job Title: Administrative Assistant – Inclusion and Equity
Classification: C5
Department: Inclusion and Equity
Updated: March 2023
Job Summary
The Division of Inclusion and Equity is seeking an individual to support the work of the division in the Office of the Vice President. The Inclusion and Equity Administrative Assistant acts as a general assistant to the Associate Vice President and Deputy Chief Inclusion and Equity officer, performing administrative support to the department and serves as an ambassador for the office of the Vice President. This position requires in person work and is primarily located in Allendale; however, there may be occasional work on the PEW or Health Campuses.
Essential Functions
- Assist Associate Vice President in carrying out the office operation responsibilities.
- Perform administrative work of a confidential nature for the Associate Vice President.
- Responsible for specific projects/programs whether self-initiated or initiated by the Associate Vice President which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations and other duties associated with the successful completion of a project/program.
- Compile and logically format statistical data and reports.
- Coordinate special events and functions.
- Edit correspondence, reports, and materials for publication.
- Develop, prepare and/or compose responses to correspondence requiring research, judgment, and discretion; routinely write, edit, and submit materials for internal/external communication.
- Act with a high degree of independence as a liaison with inside and outside contacts and in all support functions related to the department.
- Calendar responsibility for Associate Vice President including scheduling and oversight of calendars.
- Act as a point of contact for all Inclusion and Equity business practices, ensure office compliance with University Business Office standards.
- Maintain and analyze sets of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, and tracking expenditures, preparing budget statements regarding the status of accounts.
- Act as Purchase Card administrator on behalf of the Office of the Vice President for the Division of Inclusion and Equity.
- Responsible for confidential employment hiring processes, including contracts and appointment letters.
- Assist staff with administrative problems or concerns.
- Coordinate employment search process.
- Assist with scheduling and reimbursement of staff travel.
- Supervision of all department student employees.
Non-Essential Functions:
Not Applicable.
Required Qualifications
- High school graduate or equivalent.
- Minimum of five years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience in a supervisory role or equivalent.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to handle complex budget records and assist with financial concerns.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment.
- Ability to work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
- Bachelor’s degree.
- Experience in higher education.
- Familiarity with diversity, equity and inclusion theories and practices in higher education.
- Supervisory experience.
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.