Administrative Assistant

About the Role

This position supports the daily work of the Fox Graduate School, contributing to a collaborative role within the Office of the Vice Provost and Dean. The role offers a varied portfolio including executive and office support, communications, meeting coordination, student-facing service, financial processing, and special events. This position will be filled at the Administrative Assistant – Senior Support level.

Key Responsibilities

• Plan, organize, and coordinate daily office activities and administrative processes.
• Greet visitors, provide information, and respond to or direct inquiries.
• Coordinate calendars, meetings, and travel arrangements for the Dean, Associate Deans, and other staff.
• Manage meeting scheduling and logistics, prepare materials and agendas, take minutes, and arrange reception set-up.
• Compose, review, and distribute professional internal and external communications.
• Collect, organize, research, and analyze information and data for reports, presentations, summaries, contracts, and proposals.
• Monitor and process financial transactions, track expenditures, and maintain accurate records.
• Serve as a first point of contact for graduate student inquiries and collaborate with other units to support compliance with University policies.
• Create and maintain files, databases, and spreadsheets, including confidential student case records.
• Perform non-routine and confidential administrative duties and authorized proxy responsibilities.
• Assist with events such as Commencement, the Graduate Exhibition, welcome events, and other signature programs by reserving spaces, developing itineraries, preparing materials, coordinating work across teams, and serving as a vendor point of contact.
• Interview, train, or mentor support staff, maintain inventory, order supplies, coordinate equipment maintenance, and process facilities work orders.
• Provide schedule and event support for graduate programs, which may require work outside normal business hours.
• Perform additional responsibilities as assigned.

Requirements & Tech Stack

• Proficiency with Microsoft Office applications and calendaring tools.

Qualifications

• Associate Degree.
• 4+ years of relevant experience; or an equivalent combination of education and experience.
• Excellent interpersonal, organizational, written, and verbal communication skills, with a strong commitment to customer service.
• Flexibility to manage changing priorities and multiple responsibilities.
• Self-motivation and the ability to work independently while contributing to an inclusive, team-oriented environment.
• Ability to handle confidential information with discretion and sound judgment.
• Strong time management, adaptability, and attention to detail.

Work Arrangement

• Primarily in-person, supporting core office hours of 8:00 a.m. to 5:00 p.m.
• Opportunity for limited hybrid work after the first six months.