Administrative Assistant

Summary:
The Institute for the Wireless Internet of Things (WIoT) seeks an Administrative Assistant (AA). Reporting directly to the Department's Associate Director of Administration and Finance, the Administrative Assistant position is responsible for providing various administrative support, office management, project, and portfolio management to the Institute Leadership Team.

The AA manages the calendars for the Institute Leadership Team, and schedules meetings, conference calls, and other appointments as necessary. The AA prepares draft materials, proofreads and edits emails, documents, presentations, and reports for use in meetings and appointments, participates in the meetings as required to record minutes and initiate follow-ups, reviews, follows through, and tracks and ensures deadlines are met. The AA develops and maintains files; manages information to and from the Institute Leadership Team offices. The AA coordinates planning and logistics for meetings and special events organized by the Institute Leadership Team, including space reservation, catering, and set-up, as necessary, promptly. The AA may function as a liaison between the Institute Leadership Team and other departments and as the primary contact for addressing inquiries from internal and external customers and stakeholders.

Additionally, the AA provides support and coordinates travel arrangements as needed for the Institute Leadership Team and will be responsible for submitting travel expenses promptly and general office management functions, including maintenance of the office area, student conference space, inventory management of office supplies, on-boarding process for new faculty, staff and students.

As part of WIoT, the AA provides essential customer service and operational functions, including front-line visitor reception on an as-needed basis. The AA maintains effective liaisons and good rapport with the university community at all levels. The AA performs additional duties and assists in special projects as needed and assigned.

Qualifications:
The following competencies are integral to the successful performance as the Administrative Assistant:

• The AA must be professional and have excellent written and verbal communication skills, strong multi-tasking, organizational, and time management skills, customer service focused, and comfortable interfacing with a diverse community.

• Strong writing, editing, and proofreading skills, attention to detail, and follow-through skills are essential, as well as flexibility, a positive attitude, and the ability to work efficiently in a busy environment.

• Must demonstrate excellence in managing multiple priorities with strong organizational skills and attention to detail while setting priorities among many competing tasks and projects.

• Must exercise judgment and discretion in maintaining and safeguarding the confidentiality of sensitive information.

• Must be able to operate in a changing, complex environment and maintain values and culture while embracing the new.

• Demonstrate ability to analyze and solve problems and bring tasks and projects to completion.

• Must be customer oriented and demonstrate the ability to work well with all levels of internal management and staff, outside clients, and vendors

• Proficient in Concur Expense Reporting system

• Bachelor’s degree in Business Administration, Management, or related field required

• Minimum of 3-5 years of progressively responsible experience in a professional or college/university setting with experience in providing administrative support, executive assistance/support, office management, and finance/budget management.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, and SharePoint). Proven ability to learn new technological resources as needed.