| Job Description: |
The College of Nursing is seeking a detail-oriented and highly organized Administrative Assistant II to support college-wide operations. This role focuses on coordinating technology, facilities, inventory, and space management, while also providing general administrative support. The ideal candidate will help ensure the smooth functioning of physical and logistical operations that support academic, administrative, and student-facing activities.
Key responsibilities include managing facility and technology requests, maintaining inventory and space documentation, arranging student travel, and communicating effectively with internal and external partners. This position requires strong multitasking skills, attention to detail, and the ability to thrive in a dynamic academic environment.
The Administrative Assistant II provides operational and administrative support for the College of Nursing, with a focus on college-wide coordination related to technology, facilities, inventory, space management, and general administrative support. This position plays a key role in ensuring that physical, technological, and logistical aspects of the college function efficiently to support academic, administrative, and student-facing activities.
The Administrative Assistant II assists in coordinating facility and technology requests, managing inventory and space documentation, arranging travel for students, and maintaining clear communication with internal and external partners. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic academic environment.
College Administrative Support
- Provide general administrative support for college-wide operational initiatives, including assisting with scheduling, calendars, planning timelines, and other processes for administrative, academic, and student-focused activities.
- Support coordination and logistics for student events and activities, including orientations, information sessions, and recognition ceremonies. Assist with event set-up, registration, signage, communication, and materials preparation.
- Assist in preparing basic communications, reports, or forms, including announcements, event flyers, room reservation requests, facilities notifications, and logistical checklists.
- Assist with operational projects and seasonal tasks, such as academic year preparation, facility readiness checks, campus safety drills, or policy implementation efforts.
Facilities and Space Coordination
- Serve as a point of contact for facilities-related requests, including submitting and tracking service orders for maintenance, repairs, space setup, etc.
- Coordinate the annual space allocation survey, ensuring accurate and timely completion in accordance with university policies and deadlines.
- Support space utilization tracking by maintaining accurate records of faculty and staff office assignments, shared workspaces, and common areas.
Inventory and Equipment Management
- Facilitate surplus property and equipment disposal processes, including preparing forms, coordinating pickups, and confirming proper documentation for inventory removal or transfer, per university surplus procedures.
- Assist with the tagging, tracking, and reconciliation of capital assets and technology equipment (e.g., computers, monitors, printers), ensuring compliance with institutional guidelines.
- Coordinate the distribution and return of shared equipment and resources, such as laptops, projectors, mobile carts, classroom presentation tools, and simulation lab items. Maintain check-out logs and ensure timely return and condition verification.
Travel and Guest Logistics
- Coordinate travel arrangements for students, visiting guests, and operational leadership, 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.
Other
- Other duties as assigned or needed
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