Office Assistant III

Office Assistant IIIThe Office Assistant III supports the office operations for one of more centers within International Studies and Programs. This position provides support to center activities including event planning and logistics, travel support, support for visitors, meeting preparation, support for communications as well as ensuring office cleanliness and maintaining supplies. The successful candidate will be an essential team member working closely with the directors and other staff members to ensure smooth office operations.

In addition, they should have strong interpersonal and communication skills, with the ability to create a welcoming, positive experience and make individuals feel comfortable and valued from their first interaction. While the successful candidate will be expected to spend time in the office as the first point of contact, a hybrid schedule is possible allowing this position to work remote one day per week.Essential Duties & Responsibilities:Office SupportProvide administrative support to center staff as needed by maintaining appointment calendars, coordinating domestic and international travel, preparing administrative reports, gathering data/performing research as necessary, and assisting with EBS transactionsSupport center staff with the completion of assignments, gathering of information, coordinating schedules, scheduling meetings and drafting agendasServe as first point of contact for visitors, answer phones, answer email queries, and ensure email correspondence is forwarded to the proper person as necessaryReview policies and procedures related to center operations and ensure complianceProcess conference registrations, air travel, travel advances, travel authorizations, and travel reconciliations for center staffMonitor inventory and purchase office supplies, submit IPF requests, and maintain tidying the office spaceEnsure compliance with university business policies, procedures, and regulationsEvents SupportServe as the main contact for visiting speakers to the center including booking travel, lodging accommodation, ground transportation, meals/per diem, as well as travel reconciliation and reimbursementSchedule in person and virtual seminars, meetings, and conferences and arrange for travel as requiredSupport events planning by organizing relevant meetings, editing promotional materials, printing materials, booking location sites, ordering food/supplies, preparing travel arrangements and reimbursements, etc.Communications SupportProofread and edit newsletters, brochures, flyers, website content, etc.; use social media and website to promote news, events, and activitiesSupport communications including but not limited to emails, newsletters, fliers, reports and other correspondenceFinancialSubmit financial transactions in the university's finance system (KFS) in accordance with university policies and proceduresSupport purchasing, reimbursement, reconciliation and financial reportingReview hourly student time sheets and enter time worked in EBS for bi-weekly payroll processingReview and gather receipts and submit bills for department products and services, and has P-card authorization to make purchases for the office and affiliated faculty and staffReconcile purchasing card, and process paymentsMinimum RequirementsKnowledge normally acquired through a high school education; three to five years of related and progressively more responsible or expansive work experience providing general office support including word processing and spreadsheet software; presentation and webpage software; typing and filing; or an equivalent combination of education and experience.Desired QualificationsKnowledge normally acquired by completing a four-year college degree program in a relevant fieldProficiency with Microsoft Office applications including Excel, Word, Outlook, and TeamsExperience with event planning and logisticsStrong interpersonal and communication skills with the ability to create a welcoming, positive experience making individuals feel comfortable and valuedExcellent communication skills, both written and verbalStrong organizational, problem solving, proofreading and editing skills with careful attention to detailAbility to set priorities and independently manage multiple deadlinesExperience updating website content, or using similar on-line platformsEqual Employment Opportunity StatementAll qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.Required Application MaterialsResume and cover letter