Faculty & Operations Administrative Assistant II

Lawrence University Department of Theatre Arts; Appleton (WI); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

3 weeks vacation and paid holidays

Sick leave pay

Tuition benefits for employees and

403(b) retirement with strong employer

Health, dental, and vision coverage

Paid parental leave

Free access to wellness facilities and

Campus library access

Job summary

Lawrence University in Appleton, WI is seeking an Administrative Assistant II to support faculty across the Briggs Hall, Youngchild Hall, and Steitz Hall science buildings. The role includes managing office tasks, coordinating searches, travel, budgets, and room reservations in a two-person team setting.

You will assist with purchasing, correspondence, event planning for guest speakers, and daily administrative duties to ensure smooth campus operations.

Qualifications

• High school diploma is required.
• Proficient in Microsoft products (Word, Excel, Outlook) is required.
• Strong customer service, communication, and problem-solving skills. Demonstrate flexibility and willingness to perform duties wherever volume and priorities necessitate is required.
• Excellent organization, planning, and follow through skills. Ability to multi-task is required.
• Additional education/training is preferred.
• A minimum of two years prior administrative assistant/clerical experience is preferred.

Responsibilities

• Photocopy and/or scan various materials; assist faculty and students with operation of office equipment. Oversee usage (check out/in) of portable equipment. Help troubleshoot computer and printer issues. Purchase supplies for equipment and schedule service as needed.
• Assist with department faculty searches by uploading candidate applications and recommendation letters, prepare and coordinate candidate interview schedules, arrange travel and lodging for their visit, communicate details of visit to candidate, prepare financial requests for expense reimbursement, and generate letters to all candidates at the end of the search.
• Assist with planning for guest speakers coming to campus including travel, lodging, talk venue, technology needs, posters, itinerary while on campus and preparing honorarium following the engagement.
• Assist faculty members with purchase orders, invoices, disbursement requests, expense reports, corporate card transactions, or other financial requests. Provide monthly budget reports to faculty. Oversee Briggs Hall office budget.
• Reserve and approve rooms in the online room reservation system for all Briggs Hall, Steitz Hall, and Youngchild Hall classrooms and lab spaces; maintain master schedule of reservations; plan/arrange meetings for faculty members.
• Order and monitor stock office supplies. Distribute incoming mail. Prepare outgoing mail and special mailings. Maintain bulletin boards in science buildings as needed.
• Make vehicle reservations for off-campus class projects/field trips and prepare any necessary student travel paperwork.
• Provide administrative support for the Summer Research Coordinator for all events planned for research students and their faculty mentors. Solicit and collect information used to track student research projects and travel expenses and complete paperwork necessary for students to be paid.
• Serve as Building Coordinator (primary contact) for Briggs Hall, Youngchild Hall, and Steitz Hall Science buildings. Work with Campus Security on scheduling building hours and access for students. Work with Facilities Services on issues of building maintenance and cleanliness. Coordinate with department chairs and the Associate Provost to assign office space for all new incoming faculty and organize the office moves within the buildings. Monitor issues of building maintenance. Monitor use of building equipment and assess equipment needs. Oversee “lost and found” items. Update directory signage, order nameplates, supplies, and office keys for new faculty.
• Type and proofread general correspondence/documents including letters, memos, and posters, May compose routine correspondence.
• Assist faculty members with miscellaneous tasks and special projects as assigned, subject to the approval of the Office of the Provost.

Skills

MS Office

Customer service

Communication

Problem solving

Organization

Multi-tasking

Education

High school diploma

Additional education/training preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Lawrence University in Appleton, WI is seeking an Administrative Assistant II to support faculty across the Briggs Hall, Youngchild Hall, and Steitz Hall science buildings. The role includes managing office tasks, coordinating searches, travel, budgets, and room reservations in a two-person team setting.

You will assist with purchasing, correspondence, event planning for guest speakers, and daily administrative duties to ensure smooth campus operations.