Administrative Assistant II
Job ID: BH350534
Category: Administrative Assistant
Sets up and administers systems and processes for a department. Prepares documents for articles, cases, and presentations which may include proofreading, formatting exhibits and citations. Intermediate or better proficiency in MS Office, and willingness to learn company systems, is required. Supports faculty when they are teaching including preparing handouts for class, coordinating arrangements for class visitors. Participates in proctoring exams. Coordinates audiovisual support for the classroom as needed. Responsible for maintaining information on course website, producing seating charts, updating class lists, etc. Manages complex calendars, scheduling appointments with students and others, making room and catering arrangements as necessary, and preparing documents for meetings. Coordinates complex travel arrangements. Prepares itineraries and documents to facilitate faculty travel. Assesses different itineraries for cost, convenience, and faculty preferences and arranges for travel visas. Prepares and processes expense reimbursements in a timely and accurate manner. Performs basic online research. Obtains books, articles, and other information. Maintains accurate and organized electronic and paper files for faculty. Practices careful version control of all documents with logical naming conventions. Greets visitors as primary contact on faculty member's behalf, and responds to phone calls, faxes, voicemail, and emails in a timely manner. Orders office supplies.
Skills and Experience: Three or more years of related experience. Education beyond high school may count toward experience. Appropriate communication skills required. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. Competency using a variety of computer software including Microsoft Office, Adobe, Open Scholar, Google, and willingness to learn new systems. Detail oriented, able to establish priorities and work within time constraints. This position is temp to permanent and the the hours may increase from 21 to 35 hours per week depending on the workload.
The 21 hours per week should be allocated over a three-days time period. It would be ideal if this person is available for a one day orientation during the week of August 9th.
The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.