Job Summary/Basic Function: Position Summary: The Administrative Associate reports directly to the Executive Director for Diversity, Inclusive Excellence and Training (Executive Director). Under the general but limited supervision of the director, the administrative associate serves as the Office Manager for the Office of Diversity and Inclusion (ODI). The incumbent will also provide ongoing comprehensive, dependable, and reliable event-planning and programming support for the director and to the Office of Diversity and Inclusion in general, while coordinating various special projects as assigned.
Specific Essential Duties:
Provides general administrative and clerical support for the Office of Diversity and Inclusion, including filling, copying, faxing, word processing establishing and maintaining electronic records and files
Enters and track purchase requisitions in a timely manner
In collaboration with the director, coordinates and manages all the pre-and post-logistical planning and implementation activities associated with all ODI programs and events
In collaboration with the director, secure locations for all ODI programs/events, both internally and externally
Actively participates in all staff and planning meetings as a member of the ODI Team
Schedules meetings and manages appointment calendars
Screens calls and visitors and attends to requests as directed
Assists with editing of documents and reports preparation as required
Assists with Diversity related web and library research as requested
Composes error-free, basic memo/correspondence
Responds to written and/or oral inquiries as directed
Manages, monitors, and regularly reconciles ODI budges/accounts and promptly advice the director of any present and/or potential problems
Prepares periodic budget reports, including end-of-month comprehensive budget reports
Provides effective daily supervision for the ODI student workers
Record minutes of meetings, transcribes/types and disseminates error-free copies of minutes in a timely manner
Uses Microsoft Office applications in the creation and maintenance of office documents, letters, forms, etc.
Greets and welcomes all visitors to ODI; answers, screens, and routes telephone calls as necessary
Disperses mail to departmental offices and acts as courier for on-campus deliveries and pickups
Monitors office supply inventory, order, and receiving process
Coordinates the general maintenance of office equipment and facilities as necessary
Creates and/or updates office manuals
Plans and implements the establishment of an organized filing system for efficient retrieval of documents, forms, records, etc.
Develops and implements an administrative procedures manual for ODI
Distributes and receives various forms and correspondence from administrators, faculty and students in a timely manner and ensures accuracy and correctness
Prepares all needed documents for employee appointments and changes of status
Maintains all computer and paper records for ODI and ensures their confidentiality at all times
Serves as an internal and external ambassador for diversity and inclusion, as well as for the office
Performs other duties as may be assigned by the director in support of ODI mission and vision, as well as the University in general
Provides full administrative and even planning and programming support to the director
Develops, plans, implements, and evaluates the effectiveness and success of assigned planning projects
Provides the director with updates on projects and events in a timely manner
Represents the Office as may be requested by the director
Make travel arrangements
In collaboration with the director, coordinates the development, planning, and printing of ODI marketing and publicity materials
Proofread all written materials to insure that information is correct and complete
Occasional evenings and weekend engagements are required part of this important position.
Minimum Qualifications: Required Minimum Qualifications: A Bachelors degree AND at least three years of direct experience as an administrative assistant or an Associate degree with at least five years of direct experience as an administrative assistant in a college setting.
Required knowledge, Skills, and Abilities, and Expectations: Must be committed to all-inclusive diversity and willing to support the diversity mission, vision, and goals of ODI and the University Must be computer literate and proficient in Microsoft Office and other related business office applications Must be detail oriented and possess strong organizational skills Must have strong written and verbal communication skills Must be able to function in a very demanding and highly interactive atmosphere with professionalism Ability to maintain professionalism and a customer-centered attitude at all times Must demonstrate strong interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy, especially when dealing with the public, faculty, staff and students Must be able to successfully handle multiple tasks and deadlines Must be able to function effectively in a TEAM and high-pressure work environment Must be able to use discretion in handling confidential documents and other business matters Must demonstrate flexibility, a strong work ethic, and a positive attitude in a highly demanding work environment Ability to work on evenings and weekends as required
Security Sensitive Statement: This position is security-sensitive and thereby subject to the provisions of the Texas Education Code 51.215, which authorizes the employer to obtain criminal history record information.
Lamar University is an affirmative action/equal opportunity employer. It is the policy of Lamar University not to discriminate on the basis of non-relevant criteria including, but not limited to race, color, religion, sex, sexual orientation, gender identity and expression, national origin, age, disability, or veteran status in its educational programs, activities, admissions or employment practices.
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Home to more than 14,000 students, Lamar University is one of the fastest growing universities in Texas and is a member of The Texas State University System. LU offers more than 100 programs of study leading to bachelor’s, master’s and doctoral degrees. The 270-acre campus in Beaumont is about 90 miles east of Houston and about 25 miles west of Louisiana