Job Description for the Administrative Assistant position. Review job description, requirements, and qualifications. Apply or register interest for the position.

Title: Administrative Assistant

Position Type: Staff Full-Time

Days Per Week: Monday - Friday

Hours Per Week: 40

VP Area: Finance and Administration

Department: Finance and Administration

Location: Elon Campus

Position Summary

The F&A Administrative Assistant is responsible for providing administrative support to the Vice President / CFO and Associate Vice President. This position manages daily administrative operations and coordinates processes and procedures related to multiple departments that report to the F&A Office. This position utilizes exceptional organizational, interpersonal, and customer service skills via phone, email, and individual contact. Maintain confidential files and 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 degree
• 5 years’ experience preferred

Knowledge, Skills, and Abilities

• Experience with managing online software, data entry, and customer service
• Knowledge of and experience with Microsoft Office (Word, Excel, Power Point, Outlook), with skills in word processing, data management, and customer service.
• Strong written and verbal communication skills
• Effective time management, track record of punctuality, dependability, and strong work ethics, and ability to work independently, as well as to establish relationships and function within a team.
• Excellent customer service skills and ability to respond effectively and compassionately with a diverse group of staff and colleagues across campus
• Ability to manage multiple schedules, projects, and tasks simultaneously.
• Ability to adapt to new responsibilities in an evolving workplace
• Delegates work assignments to student worker
  

Required Other Training, Certifications, or Licensing

A valid Notary Public commission is required as an essential function of this role.

Job Duties

• Calendar and Schedule Management Independently manages the VP's and AVP's daily and long-range workload and schedule, making decisions about appointments and engagements while prioritizing the president's time and availability.
• Meeting and Event Coordination Prepares and collects meeting materials, coordinates room requests and reservations, and works with other departments to schedule individual meetings as well as university board and council meetings.
• Communication and Correspondence Management Maintains the VP's and AVP's contact lists, handles correspondence, prioritizes telephone calls and daily mail, and communicates diplomatically with internal and external constituents.
• Manage, monitor, and track budget transactions (check request, purchase request, contracts, catering orders, expense corrections, transfer of funds).
  • Allocate/reconcile procurement card charges for supporting staff in a timely manner.
  • Travel and Logistics Support Arranges travel plans, including flight and car services and related tracking, parking reservations, office supplies procurement, and other logistical details necessary for the F&A Office success and efficient operations.
• Information Management for F&A Leadership Team, F&A Weekly Update for President's Office, and BOT Committee meeting.
  • Compiles materials and confirms and verifies with internal and external constituents to ensure accurate information flow.
• Stakeholder Relations and Office Support Assists students, parents, alumni, friends of the university and other stakeholders by providing solutions or appropriate referrals, while supporting university senior staff and the overall operation of the F&A office as needed.
• Inclusive Community Building Community is foundational to Elon and a shared responsibility within our residential campus. All who work at Elon should demonstrate an understanding of and engagement with Elon’s foundational commitment to relationships, mentoring and collaboration in a close-knit residential community. We embrace the shared responsibility to foster inclusive excellence within a strong residential community. Accordingly, employees are expected to join together and build connections in activities that foster an active and engaged campus environment and engage in professional development to support the shared responsibility of enriching diversity, equity, and inclusion through meaningful relationships and mentoring at Elon. Employees are encouraged to, for example, attend or participate in campus activities such as College Coffee, Numen Lumen, campus cultural events, athletic events, continuing education, professional development opportunities and trainings, employee resource groups and other university-sponsored activities to demonstrate an active commitment to the Elon community.
• Perform related duties as assigned, within your scope of practice.