The Administrative Assistant provides high-level administrative and operational support to UDAIR leadership and staff. This role is responsible for coordinating logistics, managing office operations, supporting financial processes, and ensuring a smooth and well-organized work environment. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities with professionalism and discretion.
- Manage complex calendars for the Senior Director and Director, including scheduling and prioritization of meetings.
- Prepare and support meetings, including note-taking and follow-up coordination.
- Maintain UDAIR distribution lists and assist with general administrative communication.
- Plan and coordinate logistics for UDAIR events, including team-building activities, trainings, and celebrations.
- Arrange conference registrations, travel (airfare, lodging), and related logistics for team members.
- Ensure office supplies are stocked and maintained.
- Manage UDAIR equipment and hardware inventory; coordinate procurement, replacements, and repairs with appropriate departments.
- Monitor and manage conference room scheduling and usage.
- Coordinate with campus partners to address facility-related needs, including:
o Building access (door locks)
o Heating, cooling, lighting, and general facility concerns
o Functionality of shared and conference spaces
- Partner with the UDAIR Finance Lead to:
o Verify accuracy of expenditures
o Provide spending estimates and support financial projections and annual budget planning
- Manage Shared Services requests, including:
o Invoice processing and payment requests
o Employee reimbursement submissions
o One-card reconciliations in compliance with purchasing policies
- Monitor and coordinate renewals for subscriptions and services, including data services and internal software licensing.
- Submit and coordinate renewal requests and related tickets as needed.
- Coordinate new employee onboarding activities, including maintaining onboarding checklists and ensuring all resources are up to date.
- Work closely with UDAIR leadership to ensure a consistent onboarding experience.
- Provide light data entry support
- Support building coordination responsibilities as needed.
- Assist with other administrative and operational tasks to support team effectiveness.
This position is expected to work primarily onsite five days per week. While some flexibility may be available to accommodate business and operational needs, regular onsite presence is an essential expectation of the role.
