Administrative Assistant (Extended Temporary Employment)

CHARACTERISTIC DUTIES

• Back-up for the Executive Associate in managing multiple complex calendars and meeting schedules.
• Fulfills a variety of clerical and administrative support functions for the administration team. Tasks will include answering phones, answering inquiries, directing callers and visitors, distributing incoming mail, preparing outgoing mail, making copies, ordering meals, and providing other support as needed.
• Provides administrative support to other library departments.
• Oversees the logistics for high-level meetings and working with campus partners to assist with meeting requests/needs. Provides set-up and clean-up support for meetings that may include arranging catering.
• Manages central supply closet for all library staff and orders business cards.
• Collaborates with the Administration Office and Marketing Communications & Events teams to plan, budget, and execute events including, but not limited to, community functions (lectures, luncheons, campus events, etc.), campus-partner functions, donor events, and internal all-staff meetings and events. Coordinates logistics, including room reservations and set-up of audio-visual equipment, and other event-related requirements.
• Provides support as needed for development and donor activities.
• Other duties as assigned.

KNOWLEDGE, SKILLS, & ABILITIES

• Positive attitude and strong demonstration of Our Values: Collaboration, Continuous Learning, Diversity, Innovation, and Integrity.
• Ability to be adaptable and flexible in a fast-paced, fluid environment and willingness to learn new skills as the work environment changes. Ability to handle frequent changes and time constraints.
• Ability to effectively communicate, including with Libraries leadership and colleagues across campus.
• Knowledge of office and administrative practices and principles.
• Interpersonal skills in developing and maintaining good working relationships.
• Knowledge of Microsoft Suite, with an in-depth knowledge of Outlook.
• Knowledge of best practices and standards for event management.
• Knowledge of high-level special events and meeting planning from concept to completion.
• Ability to learn about campus contract administration and University policies and procedures.
• Strong organizational skills and attention to detail.
• Ability to develop new approaches for unique events not previously undertaken by the Libraries.
• Excellent interpersonal skills, including business vocabulary, tact, discretion, good judgement, and proven ability to exercise discretion in working with highly confidential and sensitive matters.