Description:
Administrative Associate
The client is seeking an Administrative Associate (Administrative Associate 2) to provide administrative and operational support, working under general supervision.
The incumbent of this position will provide high-level of administrative support to the faculty members within the client, in most aspects of their administrative, educational, and research responsibilities The Administrative Associate must apply critical thinking to anticipate and aid with the needs of the faculty. The incumbent will also plan and organize ongoing events, seminars, lectures, conferences, and meetings within the Center. In addition, the Administrative Associate will serve as our webmaster in curating, organizing, and editing content for the Center’s website and social media pages. This position will require the individual to maintain a high level of attention to detail, strong problem-solving skills, and a proactive attitude.
This position is critical as it provides a work environment that would allow our faculty members to focus on critical and strategic issues by knowing the operational aspects are being handled in an effective and efficient manner. The job responsibilities will involve problem solving of operational issues; handling sensitive and confidential information; serving as the liaison to the campus community, faculty, staff, and external organizations; managing the administrative and operational functions of events; and performing other administrative duties as assigned. Please refer to the duties listed below for more details.
Duties include:
Respond to inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, client, and sponsor policies.
Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
Maintain approved content on websites.
May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
Other duties may also be assigned
Experience required:
A minimum of 3 years of administrative experience, preferably in at an academic institution
Top 3 requirements to hire:
Minimum of 3 years of administrative experience: Experience providing administrative and operational support in a fast-paced academic, healthcare, or research environment, including calendaring, event coordination, and managing competing priorities.
Strong organizational, communication, and customer service skills: Demonstrated ability to manage complex schedules, draft professional communications, interact effectively with faculty and stakeholders, and handle sensitive or confidential information with discretion and sound judgment.
Financial systems experience (experience preferred): Experience processing routine financial transactions (e.g., reimbursements, PCard, invoices, vendor payments) and proficiency with administrative systems. Prior client experience, particularly with the client financial and administrative systems, is strongly preferred.
Notes:
Hybrid and weekend required on Saturday, May 9th, 2026
8:30AM to 5:30PM
VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status