POSITION OBJECTIVE

Working under general direction, provide diverse administrative support to members of the University Technology (UTech) executive leadership team (e.g., the Chief Information Officer, Assistant Vice Presidents, Senior Directors, the Chief Information Security Officer, and the Executive Aide). Key responsibilities include high-level support for coordinating meetings and executive schedules, office reception and management, documentation creation and management, and financial functions. This position will be involved with more complex difficult matters.

ESSENTIAL FUNCTIONS

Facilitates communications between department and the university. Maintain executive and division calendars and organize meetings for senior level staff. Coordinate logistics for in-person and remote meetings (e.g., rooms, parking, video requirements, refreshments, etc.) for individuals and groups (small and large). Initiate and compose accurate correspondence related to division activities and scheduling. Prepare meeting materials for distribution. Attend various meetings, create/compile and distribute meeting notes. (20%)

Perform diverse duties of an administrative/clerical nature requiring accuracy. Ensure overall smooth functioning of the office. Assist executive leadership team by researching and booking travel arrangements and providing travel expense documentation/reimbursement. Initiate and follow up on routine correspondence. Prepare presentation materials. Maintain and process confidential information. Manage information storage and retrieval (paper and electronic information). Undertake assignments, some of which may be long-term and require the individual to rely on own resources in task accomplishment. Update and maintain databases such as mailing lists, contact lists, etc. Monitor department website for currency and accuracy and work with staff to update as needed. Organize and plan special events, programs, and internal communication efforts. Process and direct mail and incoming packages or deliveries. Suggest changes to office task workflow to improve efficiency. (25%)

Perform bookkeeping and accounting functions (of internal records related to non-salary items) including: maintaining accounting/bookkeeping records for assigned department speedtypes; performing daily posting to division ledgers, verifying expenses and income, reconciliation of monthly financial statements, etc.; preparing or assisting in preparing budgets, budget analysis/forecasting, expense reports as directed by management; verifying the accuracy of information on reports; identifying errors and initiating paperwork for the necessary correction per division/university procedures; preparing purchase requisitions, journals, invoices, deposits, client billings and other documents as required; working with vendors for pricing and information quotes; may authorize routine business unit expenditures; assisting in completing payments and controlling expenses by receiving, processing, verifying and reconciling invoices; monitoring discount opportunities, verifying correct PO number on invoices, resolving purchase order, contract, invoice or payment discrepancies; working with appropriate parties to revolve issues; managing information storage and retrieval (paper and electronic information) relative to financial information for the business unit for current and closed accounts. (20%)

Provide office reception. Answer, screen and direct calls, relay messages to staff and take messages when appropriate. Arrange for campus parking when appropriate. Utilize knowledge about the services and functions of the office/division in order determine how best to assist callers and visitors. Greet visitors upon arrival. Ensure comfort, then escort them to the appropriate meeting room or staff office (or contact host staff member). (15%)

Facilitate department events and activities. Develop and maintain contacts with various