Job Summary/Basic Function: Position Summary: The Administrative Associate reports directly to the Director of the Office of Global Diversity & Inclusive Excellence. Under the overall supervision of the director, the administrative associate senior serves as the Office Manager for the Office of Global Diversity & Inclusive Excellence (OGDIE). The incumbent will also provide ongoing comprehensive, dependable, and reliable scheduling, event-planning, completing and generating forms and programming support for the director and to the Office of Global Diversity & Inclusive Excellence in general, while coordinating various special projects as assigned.
Provides general administrative and clerical support for the Office of Global Diversity and Inclusive Excellence, including filling, copying, faxing, word processing establishing and maintaining electronic records and files
Composes error-free memo/correspondences
Responds to written and/or oral inquiries as directed
Assist OGDIE student workers with daily tasks as needed
Greets and welcomes all visitors to OGDIE; answers and routes telephone calls as necessary
Disperses mail to departmental offices and acts as courier for on-campus deliveries and pickups
Monitors office supply inventory, order and receiving process
Coordinates the general maintenance of office equipment and facilities as necessary
Plans and implements the establishment of an organized filing system for efficient retrieval of documents, forms, records, etc.
Maintains all computer and paper records for OGDIE and always ensures their confidentiality (i.e., travel forms, vendor forms, etc.)
Performs other duties as assigned by the director in support of the OGDIE mission and vision, as well as the University in general
Provides full administrative and event planning and programming support to the director
Meet on a regular basis with the OGDIE Director for one-on-one meetings and provide project and event updates
Represents the Office as may be requested by the director
Make travel arrangements as needed for conferences, workshops, etc.
In collaboration with the director, coordinates the development, planning, and printing of OGDIE marketing and publicity materials
Keep track of diversity events taking place at Lamar University utilizing the on-line university calendar
Provides general administrative and clerical support for the Multicultural Student Retention Programs and Services as well as Men of Excellence and UNIDAD Scholars programs
Specific Essential Duties: Forms:
Enters and track purchase requisitions in a timely manner
Uses Microsoft Office applications in the creation and maintenance of office documents, letters, forms, etc.
Distributes and receives various forms and correspondence from administrators, faculty and students in a timely manner and ensures accuracy and correctness
In collaboration with the Director of the Office of Global Diversity and Inclusive Excellence (OGDIE), coordinates and manages all the pre-and post-logistical planning and implementation of activities associated with OGDIE programs and events
In collaboration with the OGDIE Director, secure/reserve locations for programs/events, both internally and externally
Assist with event set up and take down
Record minutes of meetings, transcribes/types and disseminates error-free copies of minutes in a timely manner to the director and stakeholders
Actively participates in all staff and planning meetings as a member of the OGDIE Team (i.e., attend meetings, taking minutes etc.)
Schedules meetings for OGDIE Director (i.e., Diversity Program Planning Committee group and sub-groups, First-Generation Forward Work Group, Intercultural Competency Sensitivity Training Group, etc.) and manages appointment calendars
Assists with preparing agenda for upcoming meetings and disseminate via email to stakeholders
Assists with Diversity related web and library research as requested
Using CMS, update and maintain the OGDIE websites
Maintain the social media pages: Twitter, Instagram, Facebook, and OrgSync
Monitors and regularly reconciles OGDIE budgets/accounts and promptly advise the director of any present and/or potential problems
Prepares budget reports (weekly and monthly)
Take pictures at events as needed
Promote events on campus digital signage and other outlets (physical and social media)
Other duties and tasks may be assigned to meet the needs of the ever-changing students, program and office needs in order to promote and advance diversity, equity, and inclusive excellence on campus and in the community.
Minimum Qualifications: H.S. Diploma or GED, 3 years experience in an office setting. Experience with MS Office Suite, internet, email, and social media platforms. Experience using office machines. - Ability to process office paperwork (memos, Purchase Orders, travel and vendor forms, etc.).
Preferred Qualifications: Preferred Qualifications: Associates degree preferred Highly organized, analytical ability, and goal-oriented Possesses the ability to successfully handle multiple deadline centered tasks simultaneously A motivated self-starter with strong interpersonal communication skills Experience working in a professional office environment (preferably higher education) Experience working with individuals Strong management and leadership experience required
Security Sensitive Statement: This position is security-sensitive and thereby subject to the provisions of the Texas Education Code 51.215, which authorizes the employer to obtain criminal history record information.
Lamar University is an affirmative action/equal opportunity employer. It is the policy of Lamar University not to discriminate on the basis of non-relevant criteria including, but not limited to race, color, religion, sex, sexual orientation, gender identity and expression, national origin, age, disability, or veteran status in its educational programs, activities, admissions or employment practices.
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Home to more than 14,000 students, Lamar University is one of the fastest growing universities in Texas and is a member of The Texas State University System. LU offers more than 100 programs of study leading to bachelor’s, master’s and doctoral degrees. The 270-acre campus in Beaumont is about 90 miles east of Houston and about 25 miles west of Louisiana