|Coordinates large, complex conferences/meetings/programs. Works on sensitive issues, priorities, protocol, etc. Ã¯ Maintain Center calendar of events. Book room reservations for meetings or events. Ã¯ Assist in preparation of event-related materials (create flyers, tent cards, name badges). Ã¯ Learn and maintain event registration system to manage events. Ã¯ Attend some events and help with set up and registration. Ã¯ Support events by ordering food, reserving space, managing A/V, managing event vendors, creating and sending calendar invitations, etc. Ã¯ Support team fun factor by planning social events, celebrating birthdays etc. |
Assists Executive Director with preparation of budget for contract and grant proposals. Ã¯ Prepare purchasing, travel and entertainment reimbursement requests for Center expenditures. Ã¯ Prepare financial reports for Center detailing expenses, deposits to accounts, and other information as requested. Reconcile detail reports and produce monthly BAIRS (financial) and ad hoc reports as needed. Ã¯ Maintain spreadsheets to track spending by project. Ã¯ Process gifts from Center donors. See that donor gifts are deposited into the correct account and acknowledged in a timely manner. Monitor gifts from Sponsors and invoice accordingly.
Prepares correspondence and other written materials for department management and/or faculty requiring some specialized knowledge of the subject matter. Edits and proofreads written materials for content consistency. Ã¯ Communicate efficiently and expertly with internal and external stakeholders. Ã¯ Act as a point of contact for programs and activities, as needed. Ã¯ Manage event and program engagement with key supports; track invitations, compile materials, reply to stakeholder requests.
Works with department management to update/review/revise website to better communicate organization's mission, requiring substantive knowledge of organization's goals and objectives. Ã¯ Audit online content for consistency and accuracy. Ã¯ Identify possible sources to provide new/updated content for Center websites. Ã¯ Work with staff to understand how online content can help reach program objectives. Ã¯ Coordinate with other Haas units to determine online communication best practices for the school.
Other Responsibilities Ã¯ Applies specialized office software that may include basic use of Dreamweaver, Photoshop, Illustrator, or similar programs. Applies somewhat complex Excel formulas, pivot tables, and similar functions. Compiles and arrays spreadsheets using subject-matter knowledge of the material to ensure data results are consistent with the nature of the data. May analyze trends. Provides direction to other Assistants on office software program application. Ã¯ Determines need for general office equipment and supplies. May participate in contract negotiation and the preparation of RFPs requiring some subject matter knowledge of the materials/services. Ã¯ Provides guidance to other Administrative Assistants on procedures, practices, and implementation of policies, including those which are particularly complex.Ã¯ Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications. Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills. Ã¯ Outstanding organizational skills and the ability to handle multiple tasks, set priorities, manage time efficiently and meet deadlines, and solve problems. Ã¯ Attention to detail and able to perform consistently and with a high degree of accuracy. Ã¯ Capable of working independently and as a team member. Ã¯ Excellent interpersonal skills for working with various constituencies - including key external funding partners.