Administrative Assistant III

Job title: Administrative Assistant III

About the Role Under the guidance of the Executive Assistant, the Administrative Assistant III provides technical and administrative support to the Dean’s Office and the Office of Fiscal Services. The position functions under minimal supervision, independently performing challenging work in a high-volume, fast-paced environment.

What You'll Do

• Provide technical and administrative support to the Dean’s Office and the Office of Fiscal Services, including document management and records maintenance.
• Process requisitions and purchase orders in Banner; submit vendor invoices and reimbursements in Emburse.
• Lead event planning and provide administrative support for events, guest visits, receptions, retreats, and meetings for the Dean’s Office.
• Assist with sponsorship management from the Law Community Relations fund; draft and edit correspondence, presentations, agendas, nominations for awards, and reports as assigned by the Dean.
• Conduct research, proofreading and formatting of articles, reports, memos, and other materials; maintain the law school’s organizational chart and coordinate office procedures.
• Track department budgets (expenditures, accounts payable, reimbursements) and manage vendor accounts; assist with budget forecasting and data updates.
• Coordinate travel arrangements (domestic and international) for business-related events; manage the Dean’s calendar and prioritize meetings and appointments.
• Support HR functions for the law school (originating Electronic Personnel Action Forms, processing position descriptions, supporting hiring searches, administering offer letters).
• Serve as front-desk contact for the Dean’s Office; greet guests, manage inquiries, answer phones, and prioritize calls and mail in collaboration with staff.
• Order and maintain office supplies; monitor inventory, anticipate needs, and verify receipts.
• Manage faculty hiring logistics (interview schedules, room reservations in EMS, catering with Bon Appétit, IT coordination, travel arrangements, interview-day logistics).
• Ensure smooth operation of office equipment (preventive maintenance, repairs, inventories).
• Assist the Finance Department with Budget and Finance duties (monthly Banner budget reports, budget reconciliations, journal entries, activity codes, grant billing, payroll and expense reconciliation, audit inquiries, budget forecasting).
• Handle confidential information with discretion and FERPA compliance; maintain confidentiality.
• Resolve routine problems and adapt to changing priorities; pursue process improvements and handle special projects.
• Demonstrate commitment to diversity, equity, and inclusion within the university setting.

What We're Looking For

• Minimum Qualifications: Two (2) years of post-high-school education and three (3) years of administrative office experience.
• Preferred Qualifications: Bachelor's degree; five (5) years of increasingly complex administrative experience; experience maintaining confidential records; knowledge of office management principles and procedures; excellent communications and interpersonal skills; advanced Word, Excel, and PowerPoint skills; website management; experience working with diverse populations.

Nice to Have

• Website management (i.e., file, photo, database tables).
• Experience and sensitivity in working with people of diverse backgrounds and cultures; commitment to diversity and inclusion.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.
• Advanced Word, Excel, and PowerPoint skills.