Administrative Assistant Supervisor

Campus Recreation is looking for an experienced and dynamic Administrative Assistant – Supervisor to join our team.

Under the supervision of the Senior Director for Campus Recreation, the position will manage administrative and operational functions of the Department.

Job Responsibilities:

• Plan, organize, support, and coordinate daily office activities and administrative processes within Campus Recreation

• Provide general office support, ensuring efficient workflow and adherence to institutional policies and procedures

• Create, organize, and maintain files, records, and databases utilizing Microsoft Teams

• Collect and organize data, including budgetary and operational information

• Refine, maintain, and implement business processes and procedures to improve the administrative functions of the multi-location Department

• Maintain inventory and order office supplies

• Maintain calendars, schedule meetings, and coordinate appointments

• Provide support for scheduling and travel arrangements

• Support professional development and oversee coordination of functions such as seminars, workshops, and conferences, including travel, lodging, meals, etc.

• Coordinate meeting logistics, including scheduling, agenda development, and preparation of materials

• Support and coordinate meetings, workshops, and special events; reserve spaces, develop itineraries, prepare materials, coordinate work across teams

• Coordinate full-time interview logistics, prepare interview itineraries, ensure compliance with confidential hiring procedures

• Assist with onboarding procedures for new full-time employees

• Supervise full-time and part-time staff members, including hiring, training, development, and performance management

• Compose, review, and distribute internal and external communications

• Serve as a point of contact for vendors and event stakeholders

• Compile and maintain records to support departmental and institutional reporting needs

• Track expenditures and assist with area budget projections

• Initiate financial transactions and reimbursements in accordance with policies

• May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized

• Actively participate in Department-wide initiatives, committees, and work teams

Preferred Qualifications:

• Experience with Microsoft Teams, Workday, and SAP Concur is preferred.

Skills & Competencies: This position requires independent work on complex assignments while exhibiting a high degree of professionalism, discretion, and independent judgment.

• Review progress on projects and update the Senior Director as appropriate.

• Excellent interpersonal, organizational, and communication (oral and written) skills are essential.

• Must be able to manage multiple priorities to meet deadlines.

• Attention to detail and good judgment are vital requirements.

• The successful candidate will have the willingness to lead and work in a team-based environment, as well as an eagerness to support and engage with all departmental and Student Affairs initiatives and efforts.

• The ability to foster a positive climate among a diverse group of staff, student employees, and participants is essential.

About Campus Recreation: Campus Recreation is a department within the Division of Student Affairs that provides recreation and wellbeing programs to the campus community through operation and administration of the following:

• Intramural Building

• McCoy Natatorium

• Stone Valley Recreation Area

• Tennis Center

• White Building

• Hepper Fitness Center

• Aquatics

• Athletic Training

• Club Sports

• Fitness and Wellbeing

• Intramural Sports

• Outdoor Adventures

Department Overview: Campus Recreation is comprised of more than 40 full-time staff and more than 700 student staff members.