Administrative Assistant II - West Coast University

Under general supervision, the Administrative Assistant II assists with the day-to-day office operations of the department and leads a wide variety of administrative clerical support tasks as assigned, including:  scheduling meetings, executing expense reports, researching and booking travel, assisting with company events, researching and contacting vendors, creating and maintaining Excel spreadsheets to log pertinent data, ordering and picking up lunches for meetings, scanning, printing, and copying documents, and other ad hoc administrative tasks as needed. 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: 

• Performs administrative responsibilities by drafting correspondence and reports; communicates with management, faculty, staff and students; maintains calendars; maintains office records and budgets; processes and reviews mail; arranges meetings, receptions, dinners, conferences and travel arrangements to ensure professionalism and efficiency in all office operations. 
• May provide guidance to other support staff by planning and overseeing work; establishing goals and monitoring progress to ensure goals are met, ensures all work is completed in a timely manner and reviews completed work.
• Assists and coordinates the flow of incoming and outgoing communications by routing documents to and from appropriate parties including obtaining signatures, gathering and relaying information as needed and returning signed documents to requestors.
• Responsible for completing expense reports: gathering receipts, scanning and entering information in Concur or Excel, and reviewing 
• Assists department with company events; researches and arranges payment to vendors, caterers, venues, and conferences. Assists with event set-up and break down, and other miscellaneous event coordination.
• Schedules, organizes and facilitates meetings and events with appropriate offices and agencies, advising/contacting participants or invited guests, preparing agendas and programs, arranging for audiovisual and associated support equipment. 
• Orders and picks up meals and/or refreshments for meetings and other special events.
• Coordinates travel for multiple team members including researching and booking flights, hotels, and transportation.
• Prepares meeting materials, posts agendas and takes minutes; maintains permanent records and files; adheres to established procedures relating to minutes, agendas, posting of notices, etc.
• Promotes a positive image of the University by greeting and receiving visitors, responds to inquiries from diverse constituencies, receives, assesses, and provides information when applicable and/or refers inquiries or problems to the appropriate office or person, and follows-up to determine the inquirer’s satisfaction with the response. 
• Coordinates incoming and outgoing mail distribution as instructed, prepares labels, mailings, and Fed Ex packages.   
• Creates spreadsheets in Excel to enter and track information regarding a variety of ad hoc projects.
• Maintains department records and files.  Classifies and files correspondence, records and other regulatory documents.
• Maintains established department policies, procedures and attends in-services and other required meetings.
• Conducts job responsibilities in accordance with the standards set out in the University’s Code of Ethical Conduct, Compliance Agreement, Sexual Harassment Policy or any of its policies and procedures, applicable federal and states laws, and applicable professional standards.
• Maintains regular and timely attendance, reports to work as scheduled and assures time worked and/or time-off is recorded properly. 
• Maintains confidentiality of all student, associate, and/or company information as required.
• Exercises care, proper use and maintenance of department equipment and supplies and identifies unsafe conditions and makes appropriate adjustments.
• Maintains order, cleanliness and safety at work.
• May perform other duties as assigned.

EDUCATION:

• High school graduate or equivalent required.
• Associates degree or coursework in accounting, administrative and personnel management, and data processing preferred.

LICENSES/CERTIFICATIONS: CAP (Certified Administrative Professional) designation desired

KNOWLEDGE/EXPERIENCE:

• Minimum of three years’ experience performing complex and responsible office and administrative/secretarial duties, preferably including some administrative support work for one or more managers in an academic or business office environment.
• Proficient command of grammar, punctuation, spelling, and correct usage of the English language.
• Comprehensive knowledge of office systems, practices, and administration.
• Ability to work in a fast-paced environment.
• Proficient in Microsoft Office:  Intermediate Word, Excel, PowerPoint, and Visio. 
• Must have a solid understanding of Outlook including email, calendar, and scheduling assistant. 
• Must be able to focus on the objectives in challenging circumstances. 

COMPENSATION:

CA Minimum: $22.23/hour

CA Maximum: $30.01/hour