The University System of New Hampshire
Sr Administrative Assistant
The University System of New Hampshire, Durham, New Hampshire, United States, 03824
Administrative Assistant
The Administrative Assistant serves as a critical member of Dean's Office team and the CEPS Technical Service Center, providing leadership for special activities and events in the CEPS Dean's Office and administrative support for the technical service center in CEPS and the CEPS Associate Dean for Research. Duties/Responsibilities
Events Planning and Management (30%) Oversee planning for major college-wide events to include The Interdisciplinary Science and Engineering Symposium, College Advisory Board Meetings and support activities such as CEPS Day, June orientations, Scholarship Awards Ceremony, Admitted Student Visit Day and other events. As Chair of the URC Interdisciplinary Science and Engineering (ISE) Symposium, oversee the planning and execution of the Symposium with annual participation of 500+ students from CEPS and other university colleges. Schedule, create agenda and lead meetings of the ISE Planning Committee comprised of faculty from all college departments, COLSA faculty and support staff. Manage all logistics to ensure a successful event to include online student registration, student communication of assignments and announcements though myCourses Solicit of judges from industry, alumni and faculty, coordination with event venue and university support departments, and event marketing to prospective students, alumni, parents of participants and general public. Create event signage, arrange for refreshments, parking, space rentals and other needs for a wide variety of CEPS events. Use specialized graphic design software (Illustrator, InDesign, Photoshop) to create and design graphics for and layout of media presentations such as posters, catalogues, web pages, newsletters, brochures, booklets, mailings, reports, flyers. Execute content and manage video content for 8 Carousel zones and 5 CEPS buildings. Design and produce electronic files; gather page layout, font and artwork files to send to the printer or upload to the web. Technical Service Center Staff (40%) Serve as the administrative support for the CEPS Technical Service Center. Assist the TSC Directors and members with WorkDay activities, UShop submission, procurement and delivery processes and Teamdynamix tickets as well as other administrative tasks. Schedule TSC team meetings and serve as a liaison between the CEPS dean's office, UNH facilities and the TSC. Advise TSC members on procedural matters and best practices for procurement, ordering, delivery, material storage, equipment installation. Schedule meetings and support communications between CEPS dean's office, facilities, faculty and TSC personnel, as needed. Associate Dean of Research Support (30%) Manage the ADR dean's calendar as related to coordinating meetings with CEPS faculty, industrial partners, campus research partners, the UNH Graduate school and others as needed. Collect and compile data on graduate students, research expenditures, CEPS research proposals and collaborations. Manage graduate student support activities through coordination with the CEPS faculty fellow for graduate studies. Prepare research-related data set and graphs as requested. Support organization for graduate student meeting Organize CEPS research round table gatherings on selected research-related topics to promote and support research enterprise in CEPS. meeting agendas, background materials, talking points, and presentations for the Dean, take minutes, and track follow-up actions. Minimum Acceptable Education & Experience:
High school diploma or equivalent and 2 years of progressively responsible administrative or office management experience, preferably in an academic or nonprofit environment. Required Knowledge, Skills & Abilities:
Exceptional organizational, interpersonal, and written/verbal communication skills. Demonstrated ability to manage multiple priorities, deadlines, and confidential information with discretion. Proficiency in Microsoft Office Suite, and enterprise software such as Workday Strategic thinking with attention to detail and a proactive approach to problem-solving. Strong leadership and team-building skills, with commitment to fostering a collaborative and inclusive workplace. Other Requirements:
Standard office environment with occasional evening or weekend hours for events or peak periods. Hybrid work arrangements may be available, in accordance with university policies. Preferred Qualifications:
Bachelor's degree in Business Administration, Higher Education Administration, or related field preferred. Supervisory experience and familiarity with university systems are strongly preferred. Applicant Instructions:
Applicants should be prepared to upload the following documents when applying online within the Resume/Cover Letter section of your application: Resume/CV Cover Letter Contact Information for 3 Professional References Applications that are missing any of the required items may not move forward for consideration. Additional uploaded documents not requested in the position announcement will not be reviewed. Location: Durham Salary Grade: Non-Exempt Staff 12
The Administrative Assistant serves as a critical member of Dean's Office team and the CEPS Technical Service Center, providing leadership for special activities and events in the CEPS Dean's Office and administrative support for the technical service center in CEPS and the CEPS Associate Dean for Research. Duties/Responsibilities
Events Planning and Management (30%) Oversee planning for major college-wide events to include The Interdisciplinary Science and Engineering Symposium, College Advisory Board Meetings and support activities such as CEPS Day, June orientations, Scholarship Awards Ceremony, Admitted Student Visit Day and other events. As Chair of the URC Interdisciplinary Science and Engineering (ISE) Symposium, oversee the planning and execution of the Symposium with annual participation of 500+ students from CEPS and other university colleges. Schedule, create agenda and lead meetings of the ISE Planning Committee comprised of faculty from all college departments, COLSA faculty and support staff. Manage all logistics to ensure a successful event to include online student registration, student communication of assignments and announcements though myCourses Solicit of judges from industry, alumni and faculty, coordination with event venue and university support departments, and event marketing to prospective students, alumni, parents of participants and general public. Create event signage, arrange for refreshments, parking, space rentals and other needs for a wide variety of CEPS events. Use specialized graphic design software (Illustrator, InDesign, Photoshop) to create and design graphics for and layout of media presentations such as posters, catalogues, web pages, newsletters, brochures, booklets, mailings, reports, flyers. Execute content and manage video content for 8 Carousel zones and 5 CEPS buildings. Design and produce electronic files; gather page layout, font and artwork files to send to the printer or upload to the web. Technical Service Center Staff (40%) Serve as the administrative support for the CEPS Technical Service Center. Assist the TSC Directors and members with WorkDay activities, UShop submission, procurement and delivery processes and Teamdynamix tickets as well as other administrative tasks. Schedule TSC team meetings and serve as a liaison between the CEPS dean's office, UNH facilities and the TSC. Advise TSC members on procedural matters and best practices for procurement, ordering, delivery, material storage, equipment installation. Schedule meetings and support communications between CEPS dean's office, facilities, faculty and TSC personnel, as needed. Associate Dean of Research Support (30%) Manage the ADR dean's calendar as related to coordinating meetings with CEPS faculty, industrial partners, campus research partners, the UNH Graduate school and others as needed. Collect and compile data on graduate students, research expenditures, CEPS research proposals and collaborations. Manage graduate student support activities through coordination with the CEPS faculty fellow for graduate studies. Prepare research-related data set and graphs as requested. Support organization for graduate student meeting Organize CEPS research round table gatherings on selected research-related topics to promote and support research enterprise in CEPS. meeting agendas, background materials, talking points, and presentations for the Dean, take minutes, and track follow-up actions. Minimum Acceptable Education & Experience:
High school diploma or equivalent and 2 years of progressively responsible administrative or office management experience, preferably in an academic or nonprofit environment. Required Knowledge, Skills & Abilities:
Exceptional organizational, interpersonal, and written/verbal communication skills. Demonstrated ability to manage multiple priorities, deadlines, and confidential information with discretion. Proficiency in Microsoft Office Suite, and enterprise software such as Workday Strategic thinking with attention to detail and a proactive approach to problem-solving. Strong leadership and team-building skills, with commitment to fostering a collaborative and inclusive workplace. Other Requirements:
Standard office environment with occasional evening or weekend hours for events or peak periods. Hybrid work arrangements may be available, in accordance with university policies. Preferred Qualifications:
Bachelor's degree in Business Administration, Higher Education Administration, or related field preferred. Supervisory experience and familiarity with university systems are strongly preferred. Applicant Instructions:
Applicants should be prepared to upload the following documents when applying online within the Resume/Cover Letter section of your application: Resume/CV Cover Letter Contact Information for 3 Professional References Applications that are missing any of the required items may not move forward for consideration. Additional uploaded documents not requested in the position announcement will not be reviewed. Location: Durham Salary Grade: Non-Exempt Staff 12