Administrative Assistant, Office of Undergraduate Advising

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.