Administrative Assistant Ii- Academics College Of Nursing

Administrative Support

• Provide general administrative assistance, ensuring smooth day-to-day operations by anticipating needs, managing priorities, and responding promptly to requests.
• Draft, proofread, and format correspondence, including memos, emails, reports, meeting notes, and other professional communications.
• Assist with administrative procedures such as ordering supplies, submitting work orders, coordinating office logistics, and processing basic forms (e.g., reimbursements, purchase requests, or onboarding materials).

Scheduling Management

• Proactively manage calendars for multiple academic leaders.
• Coordinate a high volume of meetings while balancing competing priorities, ensuring alignment with leadership availability and key academic deadlines.
• Coordinate recurring and ad-hoc meetings, ensuring availability of participants.
• Prepare and distribute agendas and basic meeting materials.
• Arrange meeting logistics, including reserving rooms, setting up Zoom or other virtual platforms, arranging catering (if applicable), and confirming audio/visual and other technical needs.
• Anticipate potential scheduling conflicts and adjust with minimal disruption.

Travel and Event Coordination

• Coordinate travel arrangements for academic leadership and invited guests, including booking flights, lodging, ground transportation, etc.
• Support finance team with collecting documentation needed to process travel authorizations and reimbursements in compliance with university policies and procedures.
• Support faculty recruitment efforts by managing logistics for candidate visits. This includes creating itineraries for multi-day interviews, coordinating schedules, booking travel and lodging, arranging meetings, meals, campus tours, and transportation, and clearly communicating schedules to all stakeholders.

Other

• Other duties as assigned or needed

• Experience in a higher education or academic environment.
• Proficiency in Microsoft Office Suite and calendar management systems.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.