Administrative Officer (Office of VC for Financial and Administrative Affairs)

SUMMARY OF FUNCTIONS:

Coordinates oversees and/or performs a wide variety of support activities secretarial services and confidential assignments for the chancellor’s Office.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Provides staff and office support for the office/college that includes screening and handling telephone communications greeting and directing visitors and dealing with administrative issues and inquiries as they arise.
• Serves as the primary point of contact of the VCCCA with other offices senior management directors deans faculty members and students; by responding to inquiries and satisfying all their needs.
• Maintains regular contact with AU’s internal and external parties by communicating the VCCCA instructions requirements decisions and briefing him on important issues of interest and providing feedback.
• Organizes and facilitates meetings and special events; schedules and coordinates dates and times venues attendance agendas and facilities; takes minutes and provides administrative support and follow-up on matters arising from meetings.
• Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
• Assists in the scheduling and coordination of high-level management appointments and travel arrangements.
• Gathers enters and/or updates data to maintain departmental records and databases as appropriate; establishes and maintains files and records for the office.
• Guides and oversees the work of newly appointed junior staff and/or trainee students when engaged in related support activities.
• Coordinates and oversees the day-to-day management of supplies and equipment for the office.
• Enhances professional growth and development through participation in educational programs current literature in-service meetings and workshops.
• Performs miscellaneous job-related duties as assigned.

QUALIFICATIONS & EXPERIENCE:

• A bachelor's degree in business administration or a related field.
• 3-5 years of professional experience in a related role preferably within the higher education environment.

KNOWLEDGE & SKILLS:

• Strong organizational skills and the ability to prioritize workflow.
• Strong interpersonal and communication skills and the ability to work effectively with staff from a
• Ability to create compose and edit correspondence and other written materials.
• Ability to coordinate and organize meetings and/or special events.
• Excellent customer service skills
• Database management skills.
• Knowledge of planning and scheduling techniques.
• Ability to provide leadership and guidance to administrative support staff and/or students.
• Good knowledge of budget preparation and fiscal resources management.
• Ability to gather data compile information and write reports.