Senior Administrative Assistant, Center for Aviation and Aerospace Safety

Job Description

About Embry-Riddle Aeronautical University:

Embry-Riddle Aeronautical University is an independent, culturally diverse institution providing quality education and research in aviation, aerospace, engineering, and other related fields with residential campuses located in Daytona Beach, Florida and Prescott, Arizona. The University's Worldwide campus provides educational opportunities online and at approximately 130 locations throughout the United States, Asia, Europe, and Central/South America.

As the largest and most comprehensive aviation and aerospace-focused university in the world, Embry-Riddle is a unique institution. Over the past 90 years, the University has evolved with industry to break new ground and produce top-level graduates who serve the ever-changing needs of aviation and aerospace and other STEM-related disciplines. Embry-Riddle offers programs in seven primary fields of study including: Applied Science; Aviation; Business; Computers and Technology; Engineering; Safety, Security, and Intelligence; and Space.

For Academic Year 2021-22, there were over 11,100 undergraduate, graduate, and doctoral students that attended the University's residential campuses and approximately 20,195 students in total enrolled with the University around the world.

The Opportunity:

The Senior Administrative Assistant to the Executive Director of the Center for Aviation and Aerospace Safety (CAAS) supports the CAAS across the entire University system – Daytona Beach (DB), Prescott (PC), and Worldwide (WW). The official duty station for this position is at the Daytona Beach campus.

This is a position of significant responsibility that requires impeccable organization skills, with strong attention to detail and excellence. It will play a critical role in the development and continued success of the Center by coordinating administrative activities, including but not limited to scheduling, budget monitoring, records maintenance, and serving as the office manager for the Center.

Responsibilities include the following:

• Maintain the Executive Director’s calendar including scheduling meetings, reserving meeting facilities, greeting visitors, answering incoming phone calls and relaying accurate messages, and prioritizing and distributing incoming mail.
• Writing, drafting and preparing routine correspondence.
• Track budget, purchases, and provide the Executive Director with regular budget updates. Also assist, when necessary, in budget planning. Prepare purchase orders and requisitions. Maintain office supplies and prepare various forms.
• Coordinate the travel requirements of CAAS Executive Director and Faculty Affiliates to include preparation of itinerary, flight arrangements, lodging arrangements and ground transportation.
• Complete travel expense reconciliation in Workday or system otherwise used by Embry-Riddle
• Serve as liaison between CAAS and CASS Industry Advisory Board.
• Support the CAAS in organizing events and symposia. Coordinate reservations and logistical arrangements.
• Maintain records, compile, store, and retrieve data for preparation of recurring reports.
• Maintains CAAS website
• Assume special projects assigned by the Executive Director.
• Other administrative duties as assigned.

Qualifications

Required Qualifications:

• Bachelor’s degree. In lieu of a Bachelor’s degree, 5+ years of relevant administrative experience will be considered.
• Minimum of 3-5 years of administrative work experience.
• Valid driver’s license. Must meet the University’s standards for approved drivers. Unacceptable driving records (as stated in the Use of Equipment and Vehicles Procedure 1.17) include the following (for three years from the date of each occurrence):
  • More than 3 moving violations and/or accidents in 3 years
  • More than 2 moving violations and/or accidents in any 1 year
  • A major conviction in the last 3 years, including (but not limited to) driving while intoxicated, leaving the scene of an accident, reckless driving, and/or homicide or assault by motor vehicle.
• Strong writing and verbal skills.
• Acts with wisdom and discretion, observing confidentiality and building trust.
• Works independently and with maturity, making good executive decisions and recognizing when external input is needed.
• Strong interpersonal skills, able to handle complex interpersonal interactions with maturity and grace.
• Outstanding communication skills, producing error-free, clear, and persuasive written communications.
• Impeccable organization skills, with strong attention to detail and excellence.
• Prompt and conscientious, professional in all undertakings.
• Mastery of technology tools such as Office 365, Teams, SharePoint, Scheduler.
• Able to quickly learn and apply new skills and tools as needed.

Application Instructions:

• To be considered, please include a resume and cover letter with your application.