Position Title:  Administrative Assistant II

Department:  College of Liberal Arts and Sciences

Reports to:    Dean of LAS

Appointment:  Full-Time; 40 hours per week/12 months

Status:           Exempt

The Administrative Assistant II position is responsible for administrative support for the Dean of the College of Liberal Arts and Sciences (LAS). Serves as the contact person between university divisions and external agencies and the Dean. Collaborates with College leadership (Associate/Assistant Deans and Chairpersons) to advance the College’s strategic goals and operations. Serves as an administrative resource for LAS faculty and staff. The nature of this position is highly confidential. Reports to the Dean of College of Liberal Arts and Sciences. The position is an on-campus role and not remote.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

Executive Support

Provides comprehensive administrative assistance to the Dean and College leadership, including correspondence with faculty, staff, university departments, and outside partners. Follows up on contacts made by the dean and supports ongoing relationships. 

Schedules and coordinates Dean’s appointments and/or travel arrangements, and coordinates and oversees daily office management and activities. Develop and document office processes and procedures to improve efficiency and effectiveness.

Organizes and facilitates meetings and events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and provides administrative support at meetings and follow-up on assigned action items from meetings.

Gathers, enters, and/or updates data to maintain departmental records and databases; maintains files and records for the office. Prepares reports as necessary utilizing advanced features of word processing, spreadsheets and database software.

Manage and support alumni relations

Manage and support information on LAS news

Operational Administrative Support

Provides in person office and reception support, receiving and greeting visitors and maintaining a welcoming front office environment. Serves as an information gateway for general inquiries, including assistance with answering/transferring phone lines and general email. 

Performs general office management tasks including ordering and organizing office supplies; coordinating logistics for office initiatives and events; assisting with building facility and technology requests; maintaining copiers and other office equipment; providing phone and forward-facing office coverage; serving as a point person for administrative and operational needs.

Sends correspondence from the Office of the Dean on behalf of the Dean and/or College leadership.

Compiles documents for executive-level meetings and presentations at the request of College leadership. 

Coordinates office space logistics for faculty and staff, including procurement of appropriate materials as needed and handling facilities requests.

Assists with fiscal operations including liaison with vendors; processing of invoices, purchase orders, requisitions, reimbursements, check requests; purchasing and travel card allocation and processing; and account reconciliation.

Facilitates student course evaluation process and generates reports.

Prepares and sends Dean’s List.

Sends donor “thank you” letters on behalf of the Dean.

Compiles College Committee structure.

Maintains access to academic and meeting rooms.

In order to meet the needs of the University, the University retains the right to assign duties and requirements to employees, as well as to determine and to change starting times, quitting times, and shifts.

MINIMUM QUALIFICATIONS

Minimum of an Associate’s Degree and three to five years of relevant experience that demonstrates: excellent interpersonal and customer service skills; ability to work independently and contribute to a positive team spirit; proficiency in business applications (e.g. Microsoft Office, Google Suite, video conferencing, data entry, and cloud based video conferencing applications); ability to create and run reports and to compose correspondence; ability and skill to understand problems and then take the initiative to work independently to analyze, develop, and implement solutions; ability to perform detailed job tasks with accuracy; strong editing and proofreading skills; high regard for sensitive and confidential information with discretion; ability to work/interact with diverse groups of people; respectful and sensitive toward differences; effective communicator in person, via email and telephone with students, parents, University personnel and external constituents; ability to deal with periodic timetable changes; coordinate/manage multiple projects and tasks simultaneously and on deadline. 

Previous experience in a higher education support position is preferred. 

MENTAL/PHYSICAL REQUIREMENTS

Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodation. Work is performed in normal office environment with little exposure to outdoor temperatures or dirt and dust. Working conditions are typically moderately quiet.

ADDITIONAL REQUIREMENTS

Candidates must be able to work legally in the United States. No relocation package or visa sponsorship is available.  Employment with Bradley University is contingent upon successful completion of a criminal background check.

APPLICATION PROCEDURE

Qualified candidates should submit a cover letter, resume, and complete contact information for a minimum of three professional references with telephone numbers. Please submit all materials at the time of initial application.

Review of applications will begin immediately and continue until the position is filled.   

Bradley University offers a competitive benefits package including health, dental, vision, life and disability coverages, FSA, HSA, and retirement plan options. Bradley also offers significant higher education cost savings for employees and dependents through the Tuition Remission program. Information regarding our benefits can be found here: https://www.bradley.edu/offices/business/human-resources/benefits/ 

Bradley University is a top-ranked, private university in Peoria, Illinois, offering nearly 6,000 undergraduate and graduate student’s opportunities, choices, and resources to build their futures. Innovation, action, and collaboration drive Bradley students to generate ideas and create solutions that remake the world around them. Our comprehensive array of undergraduate and graduate academic programs includes business, communications, education, engineering, fine arts, health sciences, liberal arts and sciences, and technology.

Bradley University is an Affirmative Action/Equal Opportunity Employer. The administration, faculty and staff are committed to attracting qualified candidates from underrepresented groups.