Administrative Assistant II

Lawrence University is a residential liberal arts college and conservatory of music, both devoted exclusively to undergraduate education. It is a supportive academic community of 1,500 intellectually curious, diverse and multi-interested students from nearly every state and 50 countries—all committed to a rigorous and challenging educational experience. Taught by a faculty of 165 professors Lawrence is devoted to “Engaged Learning” as the most effective way to prepare students for lives of personal fulfillment and professional accomplishment.

Located on the banks of the Fox River, Lawrence University is steps away from scenic walking paths and neighborhoods, a diverse dining and coffee culture, unique shopping, and the world-class Fox Cities Performing Arts Center. Right on the edge of campus, the newly completed mixed-use development with the Trout Museum of Art anchors a community rich in public art, museums, and local galleries.

Lawrence University offers generous employees benefits, including:

• 3 weeks of vacation and paid holidays
• Sick leave pay
• Tuition benefits for employees and families
• 403(b) retirement with strong employer match
• Health, dental, and vision coverage
• Paid parental leave
• Free access to wellness facilities and the campus library

Reports to: Executive Assistant to the Provost and Dean of the Faculty

Location: Briggs Hall Office

The full-time Administrative Assistant II will provide a wide variety of administrative services for faculty within the sciences and social sciences departments within Briggs Hall, Youngchild Hall, and Steitz Hall with assistance from the part-time Administrative Assistant I position.

Job 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.

Working Relationships:

• Provide assistance to faculty, students, administrative staff, and visitors to the campus. Must work well with others. Maintain effective communications with supervisor.
• Work as part of a two-person team to support faculty in the science buildings. May assist colleagues in Wriston Art Center, Main Hall, or Hall Commons by acting as contact during planned vacation or sick leave.
• Support the university’s mission of providing a welcoming and inclusive environment in the Briggs Hall Office.

Education, Skills, and Experience:

• 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.