Senior Administrative Assistant
Job Description
Job Title
Senior Administrative AssistantJob Description
The Senior Administrative Assistant will play a crucial role in supporting the Planning, Design, and Construction (PD&C) team by managing various administrative tasks, preparing and editing documents, and ensuring the smooth operation of the office.
Key Responsibilities
Key Responsibilities
Professional Services and Proposals
- Prepare and issue requests for professional services, including consulting, architectural planning and design, construction management, and general contracting.
- Solicit and organize proposals to support project planning and execution.
Contract and Document Management
- Draft, review, and finalize contracts and associated documentation for professional services.
Project Support
- Create and edit project reports, presentations, and other related documents.
Financial Administration
- Process accounts payable transactions, including BuyND orders, check reimbursements, and payment requests.
Travel and Expense Coordination
- Arrange travel for PD&C team members and manage reimbursement requests for trips and business expenses.
Event and Meeting Coordination
- Plan and coordinate business luncheons, reserve meeting rooms, and occasionally manage office mail distribution.
Front Desk Support
- Provide backup coverage for the front desk receptionist, including managing office phone lines and addressing team needs.
Scheduling and Prioritization
- Prioritize and schedule meetings and tasks efficiently, ensuring timely responses to requests.
Confidentiality and Professionalism
- Exercise independent judgment, maintain a high level of confidentiality, and handle sensitive information with discretion.
Team Collaboration and Communication
- Foster positive relationships with team members and external contacts, maintaining a professional and approachable demeanor in all interactions.
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Minimum Qualifications
Education:
- High school diploma or GED
Experience:
- 5 to 6 transferable experience
Skills:
- Strong organizational and time management skills
- Proficiency in drafting, editing, and managing documents using Google Office Suite, and Microsoft Office Suite
- Exceptional organizational and multitasking abilities.
- Strong attention to detail and accuracy in all tasks.
- Demonstrate ability to manage financial transactions and maintain confidentiality.
- Effective communication and interpersonal skills to work collaboratively with team members and stakeholders
Preferred Qualifications
Proficiency using Bluebeam Revu and e-Builder applications
Special Instructions to Applicants
Must be present in the office during business hours to effectively address team needs.
Department
Planning, Design, and Construction (52015)Family / Sub-Family
University Operations / Administrative OperationsCareer Stream/Level
NIC 2 CoordinatorDepartment Hiring Pay Range
Up to $22.00/hour | Commensurate with experiencePay ID
Bi-WeeklyFLSA Status
S3 - FT Non-exempt HourlyJob Category
Office/ClericalJob Type
Full-timeSchedule: Days of Week & Hours
Monday – Friday
8:00 am – 5:00 pm
8:00 am – 5:00 pm
Schedule: Hours/Week
40Schedule: # of months
12Job Posting Date (Campus)
01/13/2025Job Posting Date (Public)
01/13/2025Job Closing Date
01/20/2025Posting Type
Open To All ApplicantsPosting Number
S251703Quick Link for Internal Postings
https://jobs.nd.edu/postings/36808*Please mention you saw this ad on CommunityCollegePositions.*
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