Administrative Assistant II

Position Summary:

With limited supervision, provide administrative and staff support duties for faculty, administrators, and students within the Sanford College of Education requiring a range of skills and knowledge of organizational policies and procedures. Assist and direct visitors and resolve administrative problems and inquires; compose, edit and proofread correspondence and reports, review/route/audit high volume internal forms including grade appeals, grade changes, expense approvals and reimbursements, provide meeting scheduling and coordination, prepare a range of administrative documents .

Essential Functions:

• Provides administrative support for faculty including meeting coordination, calendar management, document creation and coordination, gathering data for reports, copying and scanning documents, organizing and maintaining electronic and paper filing systems, managing department distribution lists. Includes support of academic functions, assessment efforts, staffing issues, and program documents.
• As first point of contact in the department, engages with students, faculty and administrators to triage and provide information in response to range inquiries from internal staff and faculty, students, and parties external to the University.
• Reviews, audits, initiates corrective notifications, monitors for compliance and provides training regarding travel and business reimbursements, Professional Development requests and reimbursements, and invoices and check requisitions.
• Process statewide requests for independent studies, grade appeals, challenge exams and exit exams. Includes coordination with academic and learning centers, faculty, and students.
• Monitor to ensure legal, regulatory and policy requirements are met for internal processes.
• Coordinates logistics for onsite meetings, teleconference and online. Records meeting minutes as necessary.
• Other duties as assigned.

Supervisory Responsi bilities : N/A

Requirements:

Education & Experience:

• Bachelor’s degree in a related field for assigned Department, a plus; and, three (3) years relevant experience supporting a department within a University setting, preferred; or equivalent combination of education and experience.

Competencies/Technical/Functional Skills:

• Ability to participate as an active team member for the Business unit, Department and organization and work toward a common goal. Contributes fully to the team effort and plays an integral part in the operations. Demonstrates an ability to participate as an active team member working toward common goals.
• Actively seeks opportunities to influence, build effective relationships and gain alignment with peers, functional partners and/or external partners to accomplish business objectives.
• Accepts personal accountability, proactively seeks resolution for personal limitations head-on; and supports honesty and respect towards others, the company and oneself.
• Develops new insights into situations; questions conventional approaches; encourages new ideas and innovations; designs and implements new or cutting-edge programs and processes. Ability to generate and/or recognize imaginative or creative solutions that generate successful outcomes.
• Working knowledge, principles and practices of office management, systems policies and procedures including knowledge of supplies, equipment, services, ordering and inventory control, within a higher education environment, preferred. Demonstrates an understanding of underlying organizational issues.
• Ability to resolve problems using initiative and creativity, practical options may need to be assessed or identified or the problem broken down into component parts; routine data or information is gathered form standard sources and analyzed using pre-determined procedures.
• Solid critical thinking, reasoning skills to determine a different course of action and complete tasks and/or projects.
• Intermediate use of computers and Microsoft Office Suite Applications such as Word, Excel, Power Point, Outlook. Experience using SOAR (Peoplesoft) systems preferred.
• Strong working knowledge of organizational skills with attention to details, accuracy, follow-up and follow-through.
• Anticipates and takes steps to prevent counter-productive confrontations. Manages and resolves conflicts and disagreements in a constructive manner.
• Actively seeks to influence, build effective relationships and gain alignment with peers, functional partners and/or external partners to accomplish business objectives.
• Strong interpersonal skills and the ability to effectively communicate with a wide range of individual of constituencies in a diverse community. Ability to communicate effectively orally and in writing.
• Work independently and foster a cooperative spirit within a large and/or small team of diverse cultures, while working in a fast-paced environment with multiple deadlines and frequently changing priorities.

Travel: No Travel Required

The National University System is committed to maintaining a high-quality, diverse workforce representative of the populations we serve. As a network of nonprofit educational institutions, the System employs more than 3,300 faculty and staff and serves over 41,000 students. We are united in our mission to meet the global education demands of the 21st Century and are dedicated to creating a supportive academic and work environment that allows for students, faculty and staff to develop their interests and talents while experiencing a sense of community and a commitment to diversity. With programs available both online and at our many campus locations, the National University System is a leader in creating innovative solutions to education and meeting the needs of our diverse student population, including adult learners and working professionals.

National University offers an opportunity to work in an innovative environment that supports diversity.

National University (NU) is proud to be an equal opportunity employer and does not unlawfully discriminate against any employee or applicant for employee per applicable federal, state and local laws. At NU, a diverse mix of highly talented, innovative and creative people come together to make the impact of a lifetime for each of our student learners. All qualified applicants will receive equal consideration for employment, education, and admission at National University. We are focused on equality and believe deeply in diversity of race, color, ancestry, age, family care status, veteran status, marital status, creed, religion, sex, gender, sexual orientation, religion, ethnicity, national origin, and other legally protected group status.