The
Administrative Assistant II
will perform general administrative duties for the Diversity, Equity & Inclusion Core that include providing support to our managers and employees and assisting in daily office needs. The role works independently in performing responsibilities to ensure efficient operation of the office with a highly collaborative and dynamic team. Judgment is used daily in interpreting policy, representing the department or program head, and in interacting with Center staff and outside organizations.
The role reports to the Manager of Strategic Initiatives. This is a hybrid position that will work on campus as needed with an option to work remotely. Initial and ongoing work location and schedule will be discussed with the hiring manager during the interview process.
Responsibilities:
Perform administrative duties to include office organization, data entry, records maintenance and coordination of meetings and functions with various individuals and organizations. Examples include, developing and maintaining cloud-based filing system and listserv membership
Represent the DEI Core to various individuals and organizations
Provide calendar management and support for DEI Core initiatives and meetings with effective communication across various stakeholders throughout the organization and within the team
Participate in the preparation of reports and presentations working directly with divisional and Center administration to ensure proper formatting and timely submission
Gather and compile data for contracts and grant proposals, and presentations/reports of complex nature
Work with Manager of Strategic Initiatives and executive assistant to monitor grants, contracts and budgets to document expenditures and verify proper accountability
Serve as back-up support to the Vice President and Chief Diversity & Inclusion Officer (VPCDIO) Executive Assistant for calendaring and administrative support for the VPCDIO.
Purchase equipment and supplies for the office; perform inventory control duties; work with purchasing department as required
Coordinate, schedule and manage travel, meetings and conference for the department
Prepare and coordinate the distribution of communications, email, correspondence, technical material (i.e. reports, manuscripts) for the department
Take detailed, accurate notes at various meetings, including regular Staff Meeting, DEI Steering Council, and special meetings required by the departmental managers.
Manage shared email inbox and function as a first contact person for the department
Verify and approve routine budget expenditures
Establish procedures and interpret and apply administrative policies to the work unit
Update and maintain office policies, SOPs, and training documents
Contribute to the coordination of affiliate program activities and other events delivered by the DEI Core, including but not limited to annual DEI Summit, MLK Celebration, etc.
Qualifications:
MINIMUM QUALIFICATIONS:
Demonstrated interest and commitment to DEI principles and projects
Ability to function well and provide administrative support to colleagues in a fast paced and highly visible department, with shifting priorities and needs.
Bachelor's degree. Additional experience may substitute for educational requirement
3 or more years progressively complex administrative experience. Additional experience may substitute for educational requirement
Strong computer and word processing skills
Proficiency with a variety of software packages and virtual meeting platforms
Some budget experience necessary
PREFERRED QUALIFICATIONS:
Proactive approach to work with strong accountability and follow-through skills
Basic to intermediate information technology expertise (hardware and software)
Previous experience in non-profit, research or healthcare settings