Administrative Assistant - Elon, United States - Elon University

Description

Title: Administrative Assistant

Position Type: Staff Full-Time

Days Per Week: Monday-Friday

Hours Per Week: 40

VP Area: Finance and Administration

Department: Auxiliary Services

Position Summary

This position is an integral part of the team who will provide high level support for the overall day-to-day operations critical to the units for Auxiliary Services. This includes, but is not limited to, budgeting, accounting, staffing, strategic planning, forecasting, data analysis, reporting, sponsored project management, developing internal procedures, and other functions ensuring adherence with established requirements and standards. It is responsible for the design, execution, and effectiveness of a system of internal controls which provides reasonable assurance that departmental operations are effective, efficient, and reliable. This position interacts with all members of the university community and requires an exceptionally high level of discretion due to exposure and access to highly confidential and sensitive information.

Benefits of Working at Elon

As an Elon University employee, you'll join an internationally acclaimed university with a commitment to fostering a thriving community. Ranked among the most innovative, creative and best-run universities in the nation, Elon's personal approach to education extends to employees, whose growth, professional development and success is a hallmark of our training and advancement opportunities.

Elon University's home is the charming town of Elon, North Carolina, a small, friendly community located a short distance from the beach and the mountains, and among the vibrant cities of Greensboro, Raleigh and Durham. In addition to the beautiful canopy of historic oak trees iconic to our campus, you'll find boundless opportunities for family-friendly recreation, cultural events and outdoor activities. Hiking, water sports, fine dining and entertainment are just a few of the many happenings in the Elon area, making the region one of the nation's premier travel destinations.

Employees at Elon enjoy a generous and comprehensive benefits package that includes:

28 annual days off, including holidays and vacation.

Immediate tuition remission for undergraduate courses

Tuition remission for approved graduate-level courses after 12 months of employment.

Retirement plan with an 8 percent contribution from the university.

Immediate eligibility for health, dental and vision insurance, along with free acute care and lab services at our onsite Health & Wellness Clinic.

Free use of campus fitness facilities.

Free admission to musical and theater performances, guest speakers, religious and ethnic observances, recitals, art exhibitions, entertainment and our Division I Phoenix athletics.

Eligibility for tuition remission at Elon for spouses, qualifying domestic partners and dependents begins at two years of service. After two years of employment, eligibility begins for participation in the Tuition Exchange, a national scholarship exchange program that enables dependents to enroll in nationally recognized partner colleges and universities.

Elon values and celebrates the diverse backgrounds, cultures, experiences and perspectives of our community members. As an equal opportunity employer, Elon's principles of diversity extend to race and gender identity, age, disability status, veteran status, sexual orientation, religion, and other aspects of one's identity. At Elon, our employees respect human differences, passion for lifelong learning, emphasis on personal integrity and an ethic of service.

Minimum Required Education and Experience

Bachelor's plus three or more years of related full-time experience and/or training required.

Associate's degree plus four or more years of related experience and/or training or high school diploma and seven plus years of administrative experience may be substituted.

Preferred Education and Experience

Higher Education Experience.

Required Other Training, Certifications, or Licensing

Must have a valid North Carolina driver's license and be insurable by the University's carrier. Following a conditional offer of employment, Elon conducts motor vehicle record checks on all job applicants who are required to drive a university vehicle as an essential function of their job. Thereafter, a random motor vehicle record check will be conducted annually. Employment is contingent upon successfully passing a motor vehicle record check.

Job Duties

Administrative and Office Management Provide primary administrative and office management support for the Assistant Vice President for Auxiliary Service and Director of Auxiliary Services. Maintain calendars, assist with scheduling meetings and appointments, coordinate various committee and group meetings, and support the Auxiliary Leadership team with projects and coordination of the department and members of the staff. Duties include opening and closing the office, maintaining a professional work environment, welcoming visitors, managing, and directing phone calls, word processing, spreadsheets, editing, filing, and other tasks as assigned.
Project and Budget Management Assist with administrative duties (word processing, editing, proofreading, filing, etc.), maintain paper/electronic files and records related to programs, contracts, trademarks, projects, committees, personnel, and budgets. Manage, monitor, and track budget transactions (check request, purchase request, contracts, catering orders, expense corrections, transfer of funds) and generate monthly budget reports for various budgets. Allocate/reconcile procurement card charges for AVP and Director by supporting staff in a timely manner. Manage and process staff professional development travel and travel expense reports. Reconcile monthly invoices for dining services. Assist in maintaining The Inn at Elon financial reporting materials for key stakeholders.
Customer Support Serve as front-line staff member for students, staff, faculty, vendors, and parents on inquiries. Support through fielding calls/issues and helping ensure they are resolved at the right administrative level.
Partnerships and Collaboration Create strong partnerships and maintain effective communication with other departments and units within the Finance & Administration Division and across the university, including students, faculty, staff, and alumni. Actively support an inclusive climate within the division and university community. Support university events, including, but not limited to: Convocations, Commencement, Family Weekend, Homecoming, and events related to Admissions and/or New Student Orientation. Serve on university, divisional, or departmental committees, task forces, and search committees as requested.