Administrative Assistant - Student Engagement

Provides administrative and office support services to the department enabling them to focus on high level objectives and goals.

Manages the requisite calendars, coordinating calendars with university offices, faculty, students, management and external parties to set up meetings and supervise the arrangement of related logistics such as site locations, reservations, travel arrangements, audio-visual equipment, catering, etc.

Presents a professional and welcoming image for the reception area, greeting and directing guests, faculty, staff and students, answering phones, responding appropriately to inquiries and handling incoming and outgoing mail appropriately and in a timely manner.

Schedules standing weekly and monthly Committee or Council, or sub-committee, meetings including direct report progress check-ins.

Processes, and follows up, as needed with required paperwork or electronic forms. Assists with navigating the University’s processes for purchasing, human resources issues, accounts payable/receivable, payroll and timekeeping, public safety/parking, etc.

Assists with planning and organizing special events, conferences, meetings, etc., initiated or hosted by the department including preparation and coordination of plan details, logistical arrangements, timelines and communications based upon the event. This may include arranging vendors, booking conference or meeting space, scheduling speakers or talent, invitations, marketing/promotional materials, oversight of budgets and coordinating/synchronizing efforts with other staff, such as Event Services.

Works with all levels of internal management and staff to provide smooth communication flow to senior executive management.

Answers questions about the University and provides callers/visitors with address, directions and other information, when necessary and prepares expense reports and submits for management and reconciles expenses.

Handles filing, copying and routing of documents including student information, human resources information and sensitive business information.

An associate’s degree in business or similar is highly desired.

A minimum of 2 years’ work experience supporting executive management preferred. Experienced in handling a wide range of administrative responsibilities.

Higher education industry experienced is helpful.

An equivalent combination of education and relevant work experience may be substituted upon supervisor’s approval.

High proficiency with technology, including MS Office Suite with familiarity with iPhone, iPad, Skype, online meetings, video conferencing, audio-visual equipment and other currently available technology.

Ability to work and produce results operating in a fast-paced environment while remaining flexible, proactive and resourceful.

Must be able to work occasional overtime.

Provide a positive example to students by supporting the University’s Doctrinal Statement, Ethical Position Statement and Mission of Grand Canyon University.