Team Administrative Assistant, Enrollment Management, Marketing and Student Affairs Division

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 Enrollment Management, Marketing and Student Affairs Division is currently recruiting for a Team Administrative Assistant to join the ranks. Reporting to the Director of Operations for the SVP in Enrollment Management, Marketing and Student Affairs, this position provides complex support responsibilities, routine administrative duties, and non-routine duties of an administrative nature requiring attention to detail and independent action. This skilled and experienced administrative assistant will primarily support the Director of Operations and the SVP for Enrollment Management, Marketing and Student Affairs. Individual will be proficient in Office 365, comfortable with learning new technology and possess intermediate to advanced Excel skills. Secondary support to be provided as needed to the Deans of Enrollment Management and Student Affairs and Executive Director of Marketing. Must be able to work effectively under pressure of deadlines, frequent interruptions, and changing and competing priorities. Incumbent should be self-motivated, able to exercise initiative to activate resources, seek out information required to complete tasks, and exercise strict confidentiality in all matters.

Responsibilities include the following:

Administrative assistant will perform a variety of primary support tasks that may include:

• Scheduling and heavy coordination of meetings and related logistics (catering, agendas, gathering meeting materials, assisting with presentations to include preparing, reviewing, creative thinking, distributing, printing, etc.)
• Maintaining master directories and departmental files including: SharePoint site documents and permissions, contract/vendor tracking, organizational chart, etc.
• Generating/compiling monthly financial reports for the Director and SVP; submitting budget amendments as needed
• Investigating and resolving budget discrepancies in the SVP budgets, assisting departments with resolving budget discrepancies as needed
• Creating purchase requisitions, supplier invoice requests, and requesting bids/bid waiver approvals if needed
• Assisting with gathering content for presentations and CLT report as needed
• Assisting with departmental communications, including process and procedure updates, departmental meetings, campus events, document submission reminders, and other routine communications
• Communicating frequently with internal and external stakeholders
• Assisting with onboarding of team members, as needed
• Maintaining adequate office supplies and forms

Perform a variety of equally important support tasks that may include:

• Assisting with creation, editing, and updating forms, charts and tables using Microsoft Office, Excel, Adobe Pro
• Initiating follow up to ensure that projects and tasks are completed and deadlines are met; work with Director to manage project timelines
• Liaising between parties and sharing detailed information accurately
• Assisting with arranging travel, purchasing card verifications and completing expense reports
• Planning and assisting with conferences or other large-scale internal events or meetings including the annual Enrollment Summit

Coordinate other activities, projects, and other related duties as assigned while working accurately and effectively under pressure of deadlines, frequent interruptions, and changing and competing priorities

• Attending meetings and documenting proceedings; following up with participants, as needed
• Assisting with event, meeting and quarterly committee meeting preparation
• Serve as active member on special project teams, as needed
• Performing other duties as assigned

Qualifications

• Associate's degree and at least one year of administrative support experience.
• Demonstrated experience and confidence in making independent decisions.
• Experience working effectively under pressure of deadlines, frequent interruptions, and changing and competing priorities.
• Ability to work independently and efficiently to meet deadlines with little to no supervision
• Ability to develop new procedures to resolve problems and facilitate workflow.
• Excellent interpersonal skills and proven experience working both independently and as an effective team member.
• Knowledge of information systems and technical expertise with Microsoft operating systems, Excel, PowerPoint, Word, Outlook/email, Adobe Pro and Internet end-user applications.
• Experience with Oracle Campus Solutions (People Soft) is preferred.
• Excellent oral and written communication skills.
• Discretion in dealing with sensitive and confidential information.
• Ability to carry out multi-step tasks.