Administrative Assistant, Office of Undergraduate Advising

Employer
Embry-Riddle Aeronautical University
Location
Florida, United States
Salary
Salary Not Specified
Posted date
Sep 21, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Student Affairs, Academic Advising & Academic Support Services
Employment Level
Administrative
Employment Type
Full Time
Job Description

Embry-Riddle Aeronautical University is now hiring an Administrative Assistant for the Office of Undergraduate Advising at the Daytona Beach Campus. The Department of Undergraduate Advising has a strong commitment to student success, and the Administrative Assistant position will play a critical role in supporting and enhancing the overall efficiency of office operations. This position will support a team of over 20 individuals where strong organizational skills will be critical. The individual should be a team player with a strong commitment to service and the successful individual must be highly detail-oriented, have an outgoing personality, and be able to multi-task. Excellent interpersonal and computer skills are essential, as is the ability to project and promote a positive image of the Undergraduate Advising department to students and parents while supporting overall efforts with retention and student success. The individual should have at least 3-5 years of experience providing executive-level support, preferably in an academic setting.

Responsibilities include the following:

Administrative Support

  • Maintaining and assisting with the Directors and Advisors scheduling needs
  • Coordination of meeting locations and composing meeting minutes
  • Communicating verbally and in writing with internal and external parties
  • Taking the appropriate action in response to matters assigned by Department Leadership
  • Meticulously monitoring and updating departmental distribution lists, contact lists, and emergency contact lists
  • Compiling monthly reports and data to the Directors regarding advising activities.
  • Monitoring the departmental calendar to ensure personnel coverage as well as monitoring personal leave submittal
  • Department HR liaison and responsible for new hire documents within Workday


Budget & Travel Support

  • Processing all purchases, travel, and p-cards for/by the Directors
  • Compiling, submitting, and tracking expense reports for the DB Undergraduate Advising leadership team
  • Ordering and tracking of departmental supplies and inventories
  • Monitoring OUA budget and spending and provide monthly updates
  • Scheduling all leadership departmental travel as well as staff professional development


Staff Support

  • IT requests and department computer equipment monitoring
  • Student Assistant scheduling and Timecards


Office Representation and Planning

  • Preview Day
  • Open House
  • Orientation
  • Other University activities as assigned


Qualifications

Required Qualifications:

  • Associate’s degree or completion of program of 18+ months after high school.
  • At least 3-5 years of experience providing executive-level support, preferably in an academic setting.


Required Knowledge, Skills, and Abilities:

  • Strong organizational skills, highly detail-oriented, and ability to multi-task.
  • Team player with a strong commitment to service.
  • Outgoing personality with excellent interpersonal skills; ability to project and promote a positive image of the Undergraduate Advising department to students and parents while supporting overall efforts with retention and student success.

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