Admissions Administrative Assistant

Provides administrative support to ensure efficient daily operations. Manages office functions including budget administration, reporting, travel coordination, and human resources activities. Serves as a liaison with internal and external stakeholders and independently manages projects from conception to completion.

• Coordinates and administers all budgetary functions for the office, including maintaining multi-account allocations, tracking, and reporting. Applies generally accepted accounting principles to ensure accuracy and compliance. Attends budget review meetings and represents the office in division-level reviews. Forecasts expenditures and manages gift and pledge commitments.
• Processes employment paperwork. Manages timekeeping and timecards. Serves as the primary point of contact for human resources activities. Maintains personnel files and emergency contact information and provides personnel reporting for supervisors, such as budget utilization and staffing data.
• Coordinates and manages travel arrangements for office staff, ensuring compliance with University travel policies. Reviews travel authorizations and expense reports, develops tracking systems for travel documentation, and serves as the primary point of contact for travel-related inquiries. Oversees office vehicle and rental car pool management.
• Serves as executive assistant to the Director by managing calendars, coordinating signature routings, and planning office events. Screens calls, schedules meetings, attends selected meetings to provide support, and manages travel arrangements.
• Manages vendor contracts by coordinating quotes and guiding agreements through University processes. Serves as liaison with vendors and internal offices to ensure timely completion of approvals and payments. Develops timelines for renewals and payments to prevent lapses in contracts.
• Manages day-to-day operations of the office, including coordinating with campus departments to address technology issues, facilities requests, and space management. Administers electronic reservation systems for meeting spaces, oversees office funds, and maintains supply inventory to support efficient operations.
• Participates as a member of the senior leadership team by assisting with scheduling and attending meetings. Coordinates senior management team meetings and office-wide meetings to support effective communication and collaboration

Minimum qualifications based upon job documentation and industry best practices. Any current employees not meeting these qualifications will be grandfathered until they move to a different job.

• Associate's degree in related field from an accredited institution.

• Five years' relevant experience.
• Administrative experience in a fast-paced, higher-level management environment.
• Understanding of generally accepted accounting principles.
• Excellent written and verbal communication skills.
• Exceptional customer service, organization and time management skills.
• Ability to handle confidential information with discretion.

• Valid driver's license.

Office or other indoor work with minimal physical demands such as occasionally lifting or moving materials less than 25 pounds.

Work is generally performed in a well-lit, temperature-controlled indoor environment with occasional exposure to the outdoors or any number of elements.

Revised: 2025-12-05