Administrative Assistant

Job Description

The Administrative Assistant provides administrative assistance to the Events Program Manager and to Institute faculty and staff who are organizing Institute events. The Kellogg Institute organizes more than 100 widely ranging academic and cultural events throughout the year, including conferences, workshops, lectures, seminars, meetings, receptions, and outreach activities. The Administrative Assistant for Events reports directly to the Events Program Manager and supervises the work of a team of 8-10 Student Events Assistants (student workers). Principal duties of the position are event administration and coordination, financial administrative support, and communications for events.

Duties and Responsibilities

Event Administration/Coordination (50%)

  • Provides administrative assistance to support Institute staff and faculty in the development, planning, execution, and follow-up for more than 100 academic, outreach, cultural, and other events hosted annually by the Institute

  • Organizes planning meetings with faculty hosts (12-15 per semester) and program staff (weekly throughout the academic year). Takes accurate notes during meetings and distributes them to participants.

  • Develops event timelines, action item checklists, and tracking methods. Follows up to ensure action items are completed and timelines are met. Confirms and communicates with program managers and faculty hosts regarding action items, reservations, catering, etc.

  • Coordinates logistics for events, including but not limited to food/beverage catering orders, facility/room reservations.

  • Researches new vendors, venues, etc., for Institute events. 

  • Oversees and coordinates student worker coverage for events, including schedules for event set-up and tear-down for all Institute events. Creates event detail packets to provide instructions for student workers re: event execution. Schedules and supervises student workers on event-related projects. 

  • Compiles and enters data in the Institute events database and ensures that event files are up-to-date and in order. Generates reports from events database.

  • Manages inventory of event-related vending and office supplies and places orders, as needed, using BuyND or direct orders with vendors.

Financial administrative support (25%)

  • Works closely with Institute finance team (Staff Accountant and Business Manager) to compile, input, maintain, process, track, and report events-related financial data/information. Ensures timeliness and accuracy of billing, payments, reimbursements and other accounting paperwork processing related to events. 

  • Uses ProCard and BuyND for event-related purchasing; maintains purchasing records/receipts; reconciles and submits monthly Procard Statements in a timely manner to Staff Accountant.

  • Serves as a Concur (expense reporting) delegate for the Events Program Manager. 

  • Creates and submits expense reports in Concur for external speakers, conference participants, and other Institute guests related to events, which requires direct correspondence with guests (including distinguished and foreign visitors) to gather receipts and other necessary documentation, as well as coordination with Staff Accountant.

Event Communications (20%) 

  • Enters data on the KI Events calendar, appropriate Kellogg calendars (staff calendar and website calendar).

  • Sends event announcements and publicity via the KIevents email and/or serves as a delegate to send on behalf of others, using information provided by program managers and faculty hosts. Works with the Communications Team on behalf of KI events to ensure that publicity reaches targeted audiences.

  • Creates electronic and print materials for events (e.g., signage, template posters, invitations, name tags)

General Administrative Support for the Institute (5%)

  • Serves as the backup to other administrative staff of the Institute. 

  • Crosstrains in Kellogg admin duties such as FedEx shipping, maintaining and reporting problems with photocopy machines and other equipment, submitting General Services work orders, and otherwise providing administrative support as needed to assure that the Institute runs smoothly and efficiently.

Minimum Qualifications
  • Associate’s degree or up to 3 years of college or technical school.

  • 1-2 years of administrative assistant experience

  • Accuracy, attention to detail, and organizational skills.

  • Demonstrated initiative and ability to organize and prioritize a diverse workload and multiple tasks in a busy environment.

  • Strong interpersonal skills and service orientation.

  • Excellent oral and written communication skills.

  • Ability to function as a team member to fulfill team objectives.

  • Highest standards of confidentiality and discretion.

  • Proficiency in the use of Internet, business software (word processing, spreadsheets) and Google (email, calendaring, drive, applications).

  • NOTE: The nature of academic conferences and events involves a wide variety of unexpected tasks, so flexibility, maturity and willingness to accept last minute changes in workflow is essential.

Preferred Qualifications
  • Some Spanish or other foreign language ability preferred.

  • Experience working in a multicultural environment preferred.

  • Familiarity with Apple/Macintosh computers preferred.

Department Hiring Pay Range
$12.60 - $17.00 per hour

http://jobs.nd.edu/postings/13437

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