Administrative Associate

Hiring Salary Range: $45,000-$55,000 DOQ

Full-time, 40 hrs/wk

This position supports a wide range of office functions including management of the Vice Provostâ™s calendar, scheduling support for the Office for Public Engagement (OPE), events coordination and project management, records support, and general office management. This position is primarily associated with OPE but may occasionally be asked to support events in the other reporting units within the Office of the Executive Vice President and Provost (EVPP). 

Key Responsibilities:

Office Operations and Management (30%)

• Oversee daily office operations, including managing records, financial transactions, and procurement.
• Manage purchasing card accounts.
• Work with the Shared Services Team to get monthly financial reports on all OVPPE units.
• Collaborate with other offices, such as Facilities Management and IT, to ensure smooth functioning.
• Maintain office supplies, procure necessary equipment, and ensure compliance with University policies for office purchases.
• Coordinate staff meetings and OPE events, maintaining an updated calendar of events.
• Supervise student employees as needed.

Event and Project Management (30%)

• Organize and manage logistics for events and conferences such as the biannual Public Engagement Conference, the Public Engagement Awards, the Community Engagement Summer Institute, national conferences hosted by OPE, and professional development events. Duties will include venue arrangements, catering and contracts, registration, and working with the Communications Manager to produce program materials.
• Support OPE events by developing budgets, managing vendor contracts, and overseeing event execution.
• Assist with event execution as needed for other OPE reporting units.

Executive Support (20%)

• Manage the Vice Provostâ™s calendar and requests for meetings.
• Manage the Vice Provostâ™s travel reimbursements.
• Serve as a key point of contact for internal and external stakeholders, including faculty, students, staff, and external organizations.
• Complete special projects as assigned in service of VP strategic initiatives, with the potential to include spreadsheet data entry and researching websites.

Staff Support (20%)

• Manage scheduling multi-person meetings for 4-5 OPE staff members.
• Assist with special projects supporting OPE initiatives.
• Manage scheduling, agendas, and notetaking/minutes for OPE-sponsored systemwide councils, including the Public Engagement Council and the Public Engagement Network.