Administrative Assistant, Campus Recreation

Campus Recreation is looking for an experienced and dynamic Administrative Assistant Supervisor to join our team.

Under the supervision of the Senior Director for Campus Recreation the position will manage administrative and operational functions of the Department.

Job Responsibilities:

• Plan organize support and coordinate daily office activities and administrative processes within Campus Recreation

• Provide general office support ensuring efficient workflow and adherence to institutional policies and procedures

• Create organize and maintain files records and databases utilizing Microsoft Teams

• Collect and organize data including budgetary and operational information

• Refine maintain and implement business processes and procedures to improve the administrative functions of the multi-location Department

• Maintain inventory and order office supplies

• Maintain calendars schedule meetings and coordinate appointments

• Provide support for scheduling and travel arrangements

• Support professional development and oversee coordination of functions such as seminars workshops and conferences including travel lodging meals etc.

• Coordinate meeting logistics including scheduling agenda development and preparation of materials

• Support and coordinate meetings workshops and special events; reserve spaces develop itineraries prepare materials coordinate work across teams

• Coordinate full-time interview logistics prepare interview itineraries ensure compliance with confidential hiring procedures

• Assist with onboarding procedures for new full-time employees

• Supervise full-time and part-time staff members including hiring training development and performance management

• Compose review and distribute internal and external communications

• Serve as a point of contact for vendors and event stakeholders

• Compile and maintain records to support departmental and institutional reporting needs

• Track expenditures and assist with area budget projections

• Initiate financial transactions and reimbursements in accordance with policies

• May perform non-routine and confidential administrative duties and proxy responsibilities as authorized

• Actively participate in Department-wide initiatives committees and work teams

Preferred Qualifications:

• Experience with Microsoft Teams Workday and SAP Concur is preferred.

Skills & Competencies: This position requires independent work on complex assignments while exhibiting a high degree of professionalism discretion and independent judgment.

• Review progress on projects and update the Senior Director as appropriate.

• Excellent interpersonal organizational and communication (oral and written) skills are essential.

• Must be able to manage multiple priorities to meet deadlines.

• Attention to detail and good judgment are vital requirements.

• The successful candidate will have the willingness to lead and work in a team-based environment as well as an eagerness to support and engage with all departmental and Student Affairs initiatives and efforts.

• The ability to foster a positive climate among a diverse group of staff student employees and participants is essential.

About Campus Recreation: Campus Recreation is a department within the Division of Student Affairs that provides recreation and wellbeing programs to the campus community through operation and administration of the following:

• Intramural Building

• McCoy Natatorium

• Stone Valley Recreation Area

• Tennis Center

• White Building

• Hepper Fitness Center

• Aquatics

• Athletic Training

• Club Sports

• Fitness and Wellbeing

• Intramural Sports

• Outdoor Adventures

Department Overview: Campus Recreation is comprised of more than 40 full-time staff and more than 700 student staff members.