Administrative Assistant II

Title: Administrative Assistant II

Location: Remote USA

Full-Time

Position Summary:

With limited supervision, provide administrative and staff support duties for administrators, faculty, and students within the School of Business and Economics requiring a range of skills and knowledge of organizational policies and procedures. Resolve administrative problems and inquires; collect and disseminate school, department, and program data; compose, edit and proofread correspondence and reports; review/route/audit high-volume internal forms including grade appeals, grade changes, dissertation extensions and committee assignments, expense approvals and reimbursements; provide meeting scheduling and coordination; prepare a range of administrative documents.

Essential Functions:

• Provides administrative support for school administrators and faculty including but not limited to document creation and coordination, gathering data for reports, meeting coordination and documentation, calendar management, organizing and maintaining document filing systems, and managing department distribution lists.
• As a primary operational contact in the school/college/department, engages with students, faculty, and administrators to triage, provide information, or refer to the appropriate team member as needed in response to range inquiries from internal staff and faculty, students, and parties external to the University.
• Reviews, audits, initiates corrective notifications, monitors for compliance, and provides training regarding faculty travel and business reimbursements, professional development requests and reimbursements, and invoices and check requisitions.
• Process student requests for academic exceptions including but not limited to independent studies, grade changes and appeals, course extensions, challenge exams and exit exams, and dissertation extensions and committee assignments. Includes coordination with academic and learning centers, faculty, and students.
• Monitor to ensure legal, regulatory and policy requirements are met for internal processes.
• Technically proficient in general office applications and software; key applications the department utilizes include excel, outlook, word, adobe pro, zoom, teams, and SharePoint.
• Other duties as assigned.

Supervisory Responsibilities: N/A

Requirements:

Education & Experience:

• Bachelor’s degree in a related field for assigned Department, a plus; and, three (3) years relevant experience supporting a department within a University setting, preferred; or equivalent combination of education and experience.

Competencies/Technical/Functional Skills:

• Ability to participate as an active team member for the Business unit, Department and organization and work toward a common goal. Contributes fully to the team effort and plays an integral part in the operations. Demonstrates an ability to participate as an active team member working toward common goals.
• Actively seeks opportunities to influence, build effective relationships and gain alignment with peers, functional partners and/or external partners to accomplish business objectives.
• Accepts personal accountability, proactively seeks resolution for personal limitations head-on; and supports honesty and respect towards others, the company and oneself.
• Develops new insights into situations; questions conventional approaches; encourages new ideas and innovations; designs and implements new or cutting-edge programs and processes. Ability to generate and/or recognize imaginative or creative solutions that generate successful outcomes.
• Working knowledge, principles and practices of office management, systems policies and procedures including knowledge of supplies, equipment, services, ordering and inventory control, within a higher education environment, preferred. Demonstrates an understanding of underlying organizational issues.
• Ability to resolve problems using initiative and creativity, practical options may need to be assessed or identified or the problem broken down into component parts; routine data or information is gathered form standard sources and analyzed using pre-determined procedures.
• Solid critical thinking, reasoning skills to determine a different course of action and complete tasks and/or projects.
• Intermediate use of computers and Microsoft Office Suite Applications such as Word, Excel, Power Point, Outlook. Experience using SOAR (Peoplesoft) systems preferred.
• Strong working knowledge of organizational skills with attention to details, accuracy, follow-up, and follow-through.
• Anticipates and takes steps to prevent counter-productive confrontations. Manages and resolves conflicts and disagreements in a constructive manner.
• Actively seeks to influence, build effective relationships, and gain alignment with peers, functional partners and/or external partners to accomplish business objectives.
• Strong interpersonal skills and the ability to effectively communicate with a wide range of individual of constituencies in a diverse community. Ability to communicate effectively orally and in writing.
• Work independently and foster a cooperative spirit within a large and/or small team of diverse cultures, while working in a fast-paced environment with multiple deadlines and frequently changing priorities.

Candidate receiving offers will be offered a salary/pay rate commensurate with experience that vary based on a candidate’s qualifications, skills, and competencies. Absent exceptional circumstances, candidates will be offered a salary within this range for this position. Base pay is one component of National University’s total rewards package, as we are dedicated to supporting the needs of the whole you with our holistic approach to employee benefits by offering comprehensive well-being benefits for you and your family.