Administrative Assistant, Center for Community Engagement (PT)

DESCRIPTION:
The Administrative Assistant provides essential operational, administrative, and event support for the Center for Community Engagement (CCE). Splitting time between downtown locations—including the Gunter-Smith Center and Marketview Arts—this role serves as the primary administrative point of contact for community partners, visitors, faculty, and staff. The ideal candidate is highly organized, detail-oriented, and skilled in calendar management, basic financial recordkeeping, cross-departmental coordination, and event logistics.

OUTCOMES:
Schedule of activities remains accurate so overlap does not occur. Create positive public relations with all constituents.

Administrative & Client Services 40%

• Serve as the first point of contact for the CCE; greet and welcome community partners, guests, and callers at downtown locations in a warm and professional manner.
• Manage scheduling for CCE Executive Director
• Process operational and programmatic invoices, receipts, and expense reports for the Gunter-Smith Center and Marketview Arts; maintain organized records and monitor budget tracking spreadsheets.
• Maintain accurate files, manage general inbox inquiries, and keep office spaces organized and supplied.

Event Coordination & Execution 30%

• Serve as the primary liaison with the Campus Events Manager and her team for downtown events and provide on-site coordination and support for downtown events as needed.
• Serve as an on-site administrative point of contact for clients and attendees during events to ensure smooth setup and a positive guest experience.
• Coordinate logistical details to help faculty bring students to downtown events, including arranging transportation schedules and issuing parking validations.

Collaboration & Communication 30%

• Liaise with multiple campus departments including Campus Facilities, Campus Safety, LTS, and Marketing and Communications to coordinate logistics and services for both CCE buildings.
• Ensure smooth information flow and consistent administrative practices between CCE staff, campus teams, and community partners.

• 2+ years of administrative support, front-desk, or office assistance experience.

• Familiarity with 25Live scheduling software or similar enterprise scheduling software, preferred.

• Basic understanding of office bookkeeping, invoice processing, and record management.
• Strong organizational skills with keen attention to detail.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to multitask and remain calm under pressure in a fast-paced environment.
• Availability to work evenings and weekends as needed.
• Ability to travel between downtown campus locations (Gunter-Smith Center and Marketview Arts).
• Excellent customer service skills.
• Ability to work independently and with others and as a team to carry out tasks successfully.
• Exercise good judgement, discretion and decision-making skills.
• Ability to deal consistently with students, alumni, faculty, staff, and community leaders alike with courtesy, professionalism and confidentiality.