Easter Seals Jobs

POSITION OBJECTIVE Working under general direction, provide administrative support at the University Technology Executive Suite. Key responsibilities include support for coordinating meetings, office reception, internal communications, office supplies management, and financial functions. This position will also be involved in providing support for department events. ESSENTIAL FUNCTIONS 1. Initiate and follow up on routine correspondence related to the division activities and scheduling. Organize and coordinate planning for both in-person and remote meetings involving individuals or large groups. Maintain department website and support internal communication efforts such as newsletters, events communications, and procedures awareness. Proofread and edit correspondence, reports, records, etc. to guarantee accuracy. (20%) 2. Perform diverse duties of an administrative and clerical nature requiring detailed attention. Ensure overall smooth functioning of the office, including maintaining supplies and contacting office service providers. Update and maintain databases such as mailing lists, contact lists, etc. Assist staff and executive leadership team with travel arrangements and providing travel expense documentation/reimbursement. Manage information storage and retrieval (paper and electronic information). Process and direct mail and incoming packages or deliveries. Suggest changes to office task workflow to improve efficiency. Undertake assignments which may be long term and require the individual to rely on own resources in task accomplishment (25%) 3. Maintain accounting/ bookkeeping records for department, perform general bookkeeping data analysis. Perform daily posting to division ledgers, verify expenses and income, reconciliation of monthly financial statements, etc.; verify the accuracy of financial information on reports; identify errors and initiate paperwork for the necessary for correction of purchase order, contract, invoice or payment discrepancies following division/university procedures; process purchase requisitions, journals, invoices, deposits, client billings and other documents as required; working with vendors for pricing and information quotes; work with appropriate parties to revolve issues; manage information storage and retrieval (paper and electronic information) relative to financial information for the business unit for current and closed accounts. (20%) 4. Provide office reception. Answer, screen and direct calls, relay messages to staff and take messages when appropriate. Arrange for campus parking when appropriate. Utilize knowledge about the services and functions of the office/division in order determine how best to assist callers and visitors. Greet visitors upon arrival. Ensure comfort, then escort them to the appropriate meeting room or staff office (or contact host staff member). (12%) 5. Support planning for department events and activities. Manage space reservations, catering orders and printing events materials as needed. Assist with set up and reception during the event. Maintain effective communication with events managers across campus. (12%) 6. Facilitate dealing with others in the university relative to department work. Maintain contacts with various university departments and external partners, e.g., vendors, affiliates, community partners. Communicate effectively with all levels, e.g., senior-level administration, staff, students, faculty. (6%) 7. Process and manage confidential information. May come in contact with staff personal data and other sensitive information which require strict compliance with confidentiality guidelines. (3%) NONESSENTIAL FUNCTIONS 1. May assist in supervising junior level clerical hires and student workers. (1%) 2. Perform other duties as assigned. (1%) CONTACTS Department: Daily contact with the senior leadership team of