Remote Administrative Assistant II - Houston - JobCertify

    JobCertify
    JobCertify Houston

    1 week ago

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    Description

    About the Job

    The Administrative Assistant II will perform general administrative duties for the Diversity, Equity & Inclusion Core, providing support to managers and employees, and assisting with daily office needs.

    This role works independently to ensure efficient operation of the office, collaborating with a highly collaborative and dynamic team. Judgment is used daily in interpreting policy, representing the department or program head, and interacting with Center staff and outside organizations.

    The role reports to the Manager of Strategic Initiatives. This hybrid position works on campus as needed with an option to work remotely.


    Responsibilities:

    • Administrative Duties: Perform office organization, data entry, records maintenance, and coordination of meetings and functions with various individuals and organizations.
    • Representation: Represent the DEI Core to various individuals and organizations.
    • Calendar Management: Provide calendar management and support for DEI Core initiatives and meetings, ensuring effective communication across stakeholders.
    • Report Preparation: Participate in the preparation of reports and presentations, working directly with divisional and Center administration to ensure proper formatting and timely submission.
    • Data Gathering: Gather and compile data for contracts and grant proposals, and presentations/reports of complex nature.
    • Grant Monitoring: Work with the Manager of Strategic Initiatives and executive assistant to monitor grants, contracts, and budgets, documenting expenditures and verifying accountability.
    • Support Services: Serve as back-up support to the Vice President and Chief Diversity & Inclusion Officer (VPCDIO) Executive Assistant for calendaring and administrative support.
    • Purchasing: Purchase equipment and supplies for the office, performing inventory control duties and working with the purchasing department as required.
    • Travel Coordination: Coordinate, schedule, and manage travel, meetings, and conferences for the department.
    • Communication: Prepare and coordinate the distribution of communications, email, correspondence, technical material (i.e. reports, manuscripts) for the department.
    • Meeting Notes: Take detailed, accurate notes at various meetings, including regular Staff Meeting, DEI Steering Council, and special meetings required by the departmental managers.
    • Email Management: Manage shared email inbox and function as a first contact person for the department.
    • Budget Verification: Verify and approve routine budget expenditures.
    • Policy Establishment: Establish procedures and interpret and apply administrative policies to the work unit.
    • Office Policies: Update and maintain office policies, SOPs, and training documents.
    • Affiliate Program Coordination: Contribute to the coordination of affiliate program activities and other events delivered by the DEI Core, including the annual DEI Summit, MLK Celebration, etc.

    Qualifications:

    • DEI Principles: Demonstrated interest and commitment to DEI principles and projects.
    • Administrative Experience: Ability to function well and provide administrative support to colleagues in a fast-paced and highly visible department, with shifting priorities and needs.
    • Educational Requirements: Bachelor's degree; additional experience may substitute for educational requirement.
    • Work Experience: 3 or more years progressively complex administrative experience; additional experience may substitute for educational requirement.
    • Technical Skills: Strong computer and word processing skills, proficiency with a variety of software packages and virtual meeting platforms.
    • Budget Experience: Some budget experience necessary.
    • Preferred Qualifications: Proactive approach to work with strong accountability and follow-through skills.
    • IT Expertise: Basic to intermediate information technology expertise (hardware and software).
    • Previous Experience: Previous experience in non-profit, research, or healthcare settings.


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