Administrative Assistant II

Position Summary:

Under general supervision of the Deputy Chief of Staff, the Administrative Assistant II position in the Office of the President provides complex administrative support for the Office of the President. This position regularly handles matters of a highly confidential or sensitive nature and exercises discretion and judgment with considerable consequence of error.

The Administrative Assistant II provides administrative support to ensure that daily office operations run smoothly and function in an efficient manner. This position is primarily responsible for receiving and screening telephone calls and visitors, independently handling procedural and substantive matters and inquiries which do not require technical knowledge or referring callers to the appropriate university department or unit as needed. This position receives and reads incoming correspondence and information, summarizes and prioritizes review of correspondence, screens out items to be handled personally and forwards remainder with necessary background material to the appropriate department or office. The incumbent develops, implements, and maintains paper and electronic filing systems which meet office needs and satisfy requirements for retention and information security. The Administrative Assistant II tracks correspondence in the Optix mail database and enters, updates, and retrieves information as needed.

The Administrative Assistant II acts as intermediary for office administrators, interacting with officials, staff at all levels and the public, providing a professional and welcoming environment for visitors and staff. The incumbent is expected to provide information that requires comprehensive knowledge of the university, institutional policies, procedures, and special issues related to the Office of the President.

Other general responsibilities include filing, copying, scanning of correspondence and materials; assisting with meeting preparations; and providing general office support including oversight of office supplies inventory and ordering.

The Administrative Assistant II is expected to remain current and knowledgeable on any information pertaining to all of the meetings and visitors in the Office of the President. This position requires strict confidentiality of information.