Overview
Administrative Assistant II Jobs in Jacksonville, FL at The Haskell Company
Position Information
Position Number
01281W
Position Title
Administrative Assistant
Employment Category
Full Time Operational
Location
William & Mary
Department
311000 Provost’s Office
Unit Mission Statement
The Provost is the chief academic and budget officer of the university; the office is responsible for all academic and research programs, academic budgets, institutional planning, space allocation and faculty development.
Position Summary
The Administrative Assistant provides administrative support to the Associate Director for Administration, Sr. Executive Assistant to the Provost and contributes toward the daily operations of the Office of the Provost. This is a demanding position that requires a high level of professionalism, competence, judgement, and attention to detail. The core responsibilities include, but are not limited to:
In coordination with the Executive Assistant, comprehensively and discretely manages the Provost’s schedule; meetings, parking, events and travel arrangements
Acts as the initial point of contact via the Provost Office main phone line and front desk, as required
Handle initial intake of queries via phone, and when necessary, routes to appropriate department/staff for research/resolution
With supervision, coordinates speaking requests and the Provost’s attendance at events
Assists in the preparation of Board of Visitors materials
Assists with all Human Resources processes
Serves as coordinator for Provost led university committees
Collaborates with the Program & Events Coordinator on all Office of the Provost sponsored events
Edits and prepares correspondence as required
Student employee’s liaison to the Provost
Electronic document management and maintenance: office files predominantly in Teams and Share Drive, but fluency in other filing systems as required
Serve as back up when the Executive Assistant is unavailable
Conditions of Employment
This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.
This position requires the ability to maintain confidentiality and appropriately handle sensitive information, particularly in dealings with a wide variety of populations (e.g., faculty, staff, and students) of varying levels of education and skills in communication.
Essential Designation
No
FLSA
Non-Exempt
Position Restricted?
No, this is a continuing E&G funded position and not term-limited
Position Term
12 month – Continuing
Position Months
Faculty or Staff: 12 month
Required Qualifications
High school graduate or equivalent
Several years of experience providing administrative support.
Working knowledge of general office practices and procedures.
Proficiency with Microsoft Word, Excel, Outlook, Teams, and Google Workspace.
Demonstrated ability to exercise initiative, good judgement and decision making, all with discretion and confidentiality
Excellent interpersonal skills and diplomacy; demonstrated ability to communicate effectively with internal and external constituencies to resolve problems, respond to inquiries, obtain and disseminate information
Demonstrates precise use of English grammar, verbal and written communication, and proofreading abilities appropriate for the various constituencies that interact with the most senior level of university
Outstanding organizational skills and attention to detail; ability to handle multiple competing responsibilities and priorities with a high degree of accuracy and completeness
Project organizational skills to include database and spreadsheet management.
Demonstrated ability to develop positive relationships with university partners to ensure productive collaboration across units.
Preferred Qualifications
Bachelor’s degree or an equivalent combination of education and experience.
Experience in higher education setting that involves interfacing with diverse constituencies, including students, faculty, staff, senior-level administrators, and the broader public.
Experience with America to Go, Banner, Box, buyW&M, and Chrome River.
Experience with Cascade, Canva, and Qualtrics.
Thorough understanding of the organizational structure of the university and various schools and the ability to appropriately apply that knowledge in responding to and forwarding inquiries from internal and external audiences.
Is the position remote work eligible?
Hybrid (works remotely at least 1 day per week but not full-time)
Remote Work Disclaimer
Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.
Advertised Pay Range
Up to $60,000 commensurate with experience
Advertised Pay Range Statement
All hiring rates are commensurate with relevant experience up to the advertised amount considering internal alignment.
University Salary Range
U08
Benefits Summary Statement
William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program).
Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/uhr/benefits/index.php?type=none
Job Open Date
02/13/2025
Review Begin Date
03/03/2025
Job Close Date
Open Until Filled
Yes
Special Application Instructions
Background Check Statement
William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.
EEO Statement
William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The university is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.
Title: Administrative Assistant II
Company: The Haskell Company
Location: Jacksonville, FL
