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Administrative Assistant, Precision Institute

The Administrative Assistant will provide complex project and administrative support for the Precision Institute. The Administrative Assistant supports the Institute Director through a variety of assignments and high impact projects requiring scheduling, creative planning, confidentiality, internal and external communication, and an in-depth understanding of the Precision Institute of the National University System and its various programs/projects/initiatives.  The Administrative Assistant is responsible for proactive and effective support of the Director’s activities based on a thorough understanding of priorities and internal and external relationships.

Essential Functions:

40% of time – Management of Special Projects

  • Manage special projects as assigned by the Director of the Precision Institute
  • Plan, schedule and track project timelines
  • Track project deliverables using appropriate software tools
  • Provide coordination and maintain accountability among the project team
  • Assist Development Team with content uploads
  • Monitor and report on progress of the project to all stakeholders
  • Present reports defining project progress, problems and solutions
  • Implement documentation and manage project changes and interventions to achieve project outputs
  • Evaluate accuracy and assess proper format for project data reports and results

60% of time – Direct Administrative Support, Administrative Time Management, Office Management

  • Provide reception support to the Precision Institute, to include greeting and assisting visitors
  • Take, report, distribute and archive minutes for key meetings
  • Serve as point of contact and coordinator for cross-functional communications and tasks
  • Investigate and recommend office technology solutions as needs dictate
  • Coordinate and execute the Precision Institute’s meetings, trainings, team and special events
  • Self-directed office management for the Precision Institute, including all purchasing, processing of invoices and check requests, expense reconciliation. Maintain office and meeting supplies for the Institute
  • Coordinate production of meeting and travel materials. Support meeting and event coordination
  • Manage travel arrangements for Institute staff as necessary
  • Assist in the coordination of partnership collaborations, meetings and communications
  • Logistical and administrative support as required to further the Institute’s outreach and mission

Requirements:

Education & Experience

  • Bachelor’s Degree (or equivalent combined experience and education)
  • 3 – 5 years as an Executive or Administrative Assistant
  • PMP strongly preferred including experience using project management software

Technical/Functional Skills

  • Requires a high degree of professionalism, confidentiality, initiative and tact, mature and independent judgment, and a high level of organizational and communication skills requiredProven ability to maintain strict confidentiality while demonstrating tact and diplomacy
  • Ability to use independent judgment and discretion to manage and impart confidential information
  • Proactive and resourceful in order to anticipate the needs of the Director before they arise
  • Excellent verbal and written professional communication skills
  • Exceptional organizational and time management skills with strong attention to detail and accuracy
  • Ability to work independently and prioritize work effectively within established deadlines and time-frames, with the ability to quickly respond to changing needs and to balance competing responsibilities
  • Proficiency in Microsoft Office Suite and Visio; including development of reports and effective methodology for presenting and displaying data and high degree of comfort working with databases
  • Knowledge and understanding of the academic environment (preferred)

Competencies

  • Cognitive Agility – The ability to mentally change direction in an efficient and effective manner utilizing keen perception, awareness, reasoning, and judgment
  • Decisiveness & Judgment – Makes informed, effective, and timely decisions on the basis of logical inferences, while considering implications, alternatives, and consequences
  • Drive for Results – Drives towards achieving measurable and challenging goals to support organizational success, while demonstrating personal commitment to the corporate vision and continuous improvement
  • Reach Out – Supports a collaborative work environment to ensure best results for the team and company, with the ability to ask for help when needed and seek out expertise of others
  • Resilience – Adapts to changing business needs and environment; stays centered in the midst of conflict and bounces back from stressful situations or defeat
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