On-Call Senior Administrative Assistant

On-Call Sr Administrative Assistant

Provide administrative support for the Institutes infrastructure, operations, staff and programs. Serve as first contact to various internal and external constituencies, including undergraduate students, adjunct and visiting professors, other academic institution faculty and staff, campus visitors, executive guests, Advisory Board members, parents and alumni. Reconciling department budgets and monitoring expenses and budgets in endowments, operating and gift funds. Coordinate communications to faculty, students and alumni, including maintenance of the website and all social media.

Management of office and general operations in the Retail Management Institute

• Orders office supplies, media equipment, research materials.
• Work with minimal instruction and produce work in an accurate and expedient manner.
• Insure office procedures are documented and processes are streamlined for both quality and ease of implementation.
• Monitor the Institute's financial accounts and be the primary interface between the Institute and the University Budget office regarding these accounts.
• Manages and tracks scholarship donations and disbursements.
• Maintain Institute files and completed project proposals for future reference.
• Support RMI at its functions with the Institute's clients including senior executives from retail companies and related industries.
• Must be able to articulate to clients the programs within the Institute - currently the Retail Studies Program, Management Development Programs, and the Retail Workbench Research Center.
• Completes a wide range of complex assignments (data and graph charts) and manage ongoing projects (statistical tracking of events and results)
• Tracks project timelines and keeps others informed of key milestones

Manages and maintains RMI internal database, including alums, speakers, current students and all friends of the Institute both internationally and domestically.

Manages and maintain Institutes web content and social technology

Manages logistics for meetings and Executive Management Development Programs.

Provide administrative support for the RMI Executive Director, Director, Associate Director and related Faculty.

Recommends initiatives and implements changes to improve quality and services. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices. Maintains contact with customers and solicits feedback for improved services. Maximizes productivity through use of appropriate tools; planned training and performance initiatives. Researches and develops resources that create timely and efficient workflow. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions. Prepares and submits reports as requested and required. Develops and implements guidelines to support the functions of the unit.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred. This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

Knowledge

Skills

Abilities

Education

Years of Experience

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job. (Examples)