This position will perform a variety of administrative support functions for the Northwest Knowledge Network and the Office of the Vice President for Research and Economic Development. Administrative duties include reception, scheduling meetings, making travel arrangements, copying and maintaining administrative files and formatting/typing a variety of executive, sensitive, and confidential documents.
The Administrative Assistant will accomplish a wide variety of tasks with considerable independence and must exercise discretion in applying policies and procedures. This must be done with a professional demeanor, and in a manner that promotes a positive image for the Northwest Knowledge Network and the Office of Research and Economic Development and safeguards the flow of sensitive and confidential information. Administrative support will be split 75/25 between the Northwest Knowledge Network and the Office of the Vice President for Research and Economic Development and will report to the Director of the Northwest Knowledge Network in consultation with the Management Assistant in the Office of the Vice President for Research and Economic Development.
Responsibilities: (% of Time, Essential/Marginal)
Provide general administrative support, (95%, Essential):
This position will provide general administrative support by performing a broad range of administrative and clerical tasks, including, but not limited to greeting, screening and directing visitors; providing information and answering inquiries by telephone, in-person and email; compiling data from a variety of sources; accepting and distributing mail; collecting credit card receipts and submitting them for processing; entering travel requests into the University of Idaho Travel Web program and obtaining travel authorization on behalf of unit staff, coordinating travel arrangements; taking meeting minutes and maintaining electronic and paper-based filing systems for working documents and records - many of which are confidential; scheduling appointments for the director and staff and tracking task and assignments delegated to and from the director and Operations Manager; arranging meetings and scheduling training events for both large and small groups including activities such as scheduling, compilation and dissemination of meeting materials, ordering meals or refreshments and securing meeting rooms; using state-of-the-art equipment and computer software to prepare a wide variety of documents and reports; understanding business process software; using expertise to proofread documents; and lead or serve as an active participant in team-based projects at the request of the unit director.
Contributes to the team effort by, (5%, Marginal):
This position will contribute to the overall team effort by performing other duties as assigned.
Good knowledge of: Office support functions including word processing and spreadsheet creation and management; filing; composing a variety of business documents; reception; and researching, compiling and summarizing data for reports. Good knowledge and skills with Microsoft Word, Excel, PowerPoint and similar programs
Experience: Interpreting, applying and explaining complex information such as regulations, policies or services; independently solving problems/performing liaison activities in a professional work setting; coordinating activities requiring complex arrangements.
Experience: Four years of administrative support experience, preferably in an academic environment. Working with diverse individuals from varying cultural and socio-economic backgrounds at all organizational levels; strong customer service and interpersonal skills; maintaining electronic and paper based filing systems; balancing and coordinating workload for multiple projects.
Knowledge of: University policies and procedures; business telephone etiquette; office support functions; and rules of effective business English usage, spelling, punctuation, and grammar.
Ability to: Work on one’s own initiative and be self-motivated; work harmoniously and effectively with others.
Professional skills: Advanced computer and technical skills and the ability to learn software programs; strong attention to detail and organizational skills; exceptional oral and written communication, discretion in handling confidential materials, willingness to contribute to team effort to achieve goals of the Northwest Knowledge Network and the Office of Research and Economic Development.