Administrative Assistant, Centers of Excellence in HCBA

Location

University, MO | United States

Job description

Niagara University is a liberal arts university, steeped in the Vincentian and Catholic traditions, with a total enrollment of nearly 4,300 students. Located just a few miles away from one of the world's premier tourism destinations, Niagara Falls, the university occupies a lovely campus overlooking the Niagara River gorge. Its close proximity to major cultural and business centers in Niagara Falls, Buffalo, and Toronto as well as the award-winning Niagara Wine Trail and several nearby cultural destinations make Niagara University an ideal place to work and live. If you'd like to know more, check out all of the NU Facts .

JOB SUMMARY :

Under supervision of the Robert B. Wegman Endowed Director, the Administrative Assistant will assist with the administrative support to accommodate the needs of the Centers of Excellence, support the Director of Food Industry Innovation & Supply Chain Excellence (FIISCE) as well as resources in the college that themselves providing support for the Center activities and functions.

ESSENTIAL DUTIES :

• Answer telephones, take messages, schedule appointments and greet visitors in a pleasant and professional manner.
• Perform general office tasks, maintain an inventory of office supplies, make travel arrangements for the Directors, maintain visitor schedules, and answer college and department-related questions.
• Process requests for reimbursements. Submit travel requisitions and travel authorizations. Process routine credit card reconciliations as needed.
• Assist with organizing and executing the events sponsored by the Centers.
• Handle correspondence, and record minutes of meetings for Center board meetings and other meetings .
• Receive and distribute mail, and handle internal and external mailings.
• Maintain an inventory of office supplies to meet the needs of the Centers.
• Maintain calendars(s) to schedule appointments with the Directors.
• Coordinate the meeting schedules for the Centers and assist in identifying and scheduling rooms for these events through the university room reservation system and ordering lunches as needed through the university catering system as needed.
• Use Microsoft Office or a similar suite of software tools to develop documents, presentations and spreadsheets to ensure efficient and professional operation of office tasks.

• Maintain accurate and detailed information on all advisory board members and facilitate communications with these groups when requested by the Director.
• Assist with all Center external (and internal) professional outreach functions, such as but not exclusive to the annual food summit, supply chain summit, semi-annual supply chain center seminars, monthly Center events, and any other events sponsored by the Centers.
• Maintain confidentiality of information (including but not limited to: student personal information, student grades, employee personal information, etc.), both during and after employment with Niagara University. Any questions regarding the confidentiality of material should be referred to the supervisor. Any violation shall subject the employee to disciplinary action, up to and including termination of employment.
• Participate in other college and program associated tasks and activities as requested.

GENERAL DESCRIPTION :

% of Time

50% Direct interaction with Directors, faculty, and visitors to the Centers.

20 % Routine office tasks such as maintaining calendars, supporting Center events and external professional initiatives.

20 % Support for the broader Center community, meeting schedules, room reservations, material support, faculty reimbursements, etc.

10% Additional support activities, and special projects as assigned by the Director or other university members.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES :

• Ability to read and comprehend the English language sufficiently to be able to read, understand and prepare various forms, documents, files and communications.
• Basic mathematical skills and computer literacy with Microsoft Office (or similar office software suite), and the ability to learn and implement new computer software programs.
• Strong communication skills, answering phone calls professionally, responding to inquiries and effectively communicating when using email or other forms of standard business communication.
• Excellent organizational skills with the ability to plan and coordinate activities and events.
• Ability to be tactful and demonstrate sound judgment when dealing with difficult circumstances.
• Ability to perform all essential job functions accurately with minimal direct supervision, and a desire to be innovative in finding solutions to problems as they arise.
• Ability to display sound judgment to ensure timely processing and completion of assigned tasks.

ERGONOMIC REQUIREMENTS :

The functions of the position usually performed sitting, but may require some amount of time standing. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required. Tasks involving working on a computer keyboard, computer software applications, calculator, cutting, labeling, and taping involve extensive wrist and hand movement. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.

QUALIFICATION STANDARDS

• High School diploma required with education, training and experience that provides the necessary knowledge, skills and abilities to successfully execute the job responsibilities.
• A minimum of 3 years of experience performing similar tasks is required.

Job tags

Salary

$22k