Drake University Administrative Assistant 2 - 999911 in Des Moines, Iowa
Administrative Assistant 2 - 999911
Drake University's Office of Admission seeks a dynamic individual to join our team as our Administrative Assistant. This position is a valued member of our team and serves several very important roles including: budget assistance, organization, tracking and purchasing; providing administrative support to Dean of Admission; office and building management for Office of Admission's onsite and virtually; and supporting our on campus visit area. Strong candidates are individuals who are detail oriented, have an ability to anticipate needs and complete tasks independently, adept with technology, and resourceful. Also seeking a team member with outstanding written and verbal ocmmuniation skills, a positive attitude, and someone who looks for ways to improve upon existing processes and proceedures. Ability to lift 25 pounds required. Review of applications will begin immediately.
Function Percent Description
01 30% Budget Assistant: Organize, prepare, track and maintain the office budget and other financial records using a variety of formats for data compilation, manipulation, and display. Serve as liaison with university accounting and facilitate staff submission of travel expense reports, direct payments, and credit card reporting. Prepare and submit payments of projects, contracts, and services to university accounting. Requires maintaining and controlling confidentiality of files as necessary.
02 30% Administrative Support: Provide administrative support to the Dean of Admission (65%) and other team members as needed. Maintain departmental records, calendar management, assists with email accounts, reports and data needs as requested.
03 20% Office/Building Manager: Serve as a contact for Office of Admission regarding building maintenance including electronics, heating, cooling, office moves, cleaning and other general maintenance and repairs; also including electronic/technology needs and other work orders. Complete work orders as requested for facilities repair and maintenance. Coordinate, order and manage supply and promotional ordering (Office Max, Amazon, and other vendors). Receive and ensure delivery of mail and packages. Manage UPS shipping. Supervise multifunction machines. Plan, coordinate, and execute complex administrative projects to support the business of onboarding staff, training, ordering and approving business cards, name badges, and office name plates. Complete room reservations; coordinate scheduling of meetings, reserving equipment for presentations as necessary; coordinate staff candidate interview travel and itineraries.
Campus Visit Support: Represent the university and the Office of Admission in welcoming prospective students and families to the university. Assist in all campus visit area functions including providing coverage, register students for visits, schedule appointments for visitors, and providing support for the Campus Visit Coordinator as needed. Additionally, receive and respond to phone calls, emails and other informational requests and entry of new students into the appropriate admission databases. Facilitate the visit experience for prospective students. Coordinate the daily work of the student ambassador program including assigning tours and projects to ambassadors; arranging work schedules; and providing daily supervision.
05 0% Performs other duties as assigned.
Required Documents Message:
Cover Letter, Diversity Statement, Resume/CV
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Drake University is an equal-opportunity employer and actively seeks applicants who reflect the diversity of the nation. No applicant shall be discriminated against on the basis of race, color, national origin, creed, religion, age, disability, sex, pregnancy, gender identity or expression, sexual orientation, genetic information, veteran status or any characteristic protected by law in its educational programs and activities, admissions, or employment..