Administrative Assistant II

AdministrativeHybrid Remote, San Diego, California



Position Summary:

Under strategic supervision, provides administrative and organizational support to Operation’s leadership and team. Organize, coordinate and facilitate outreach and external relations efforts. Handle a wide variety of administrative assignments within a fast-paced environment while using sensitivity in keeping confidentiality and discretion. Under strategic supervision exercise creative problem-solving within a small, entrepreneurial environment that is mission-driven, results-driven and community-oriented.

Essential Functions:

  • Handles and completes a broad range of time sensitive administrative tasks including managing an active schedule of appointments; composing and preparing correspondence; arranging detailed travel plans, itineraries, and agendas; assembling documents for meetings; and arranging catering as required.
  • Plans, coordinates and ensures the schedules are followed and respected as directed by Operation’s Leadership
  • Under strategic direction, researches, prioritizes and follows-up on incoming issues and concerns including those of a sensitive or confidential nature. Ensures leadership is well-informed of upcoming commitments and responsibilities and follows-up appropriately.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting correspondence, agendas, minutes and other administrative tasks that are assigned by Operation’s Leadership and team.
  • Organizes Operation’s team meetings and other special meetings, including travel arrangements, preparation and duplication of printed or online meeting materials, arrangements of internal and external meeting locations and other matters.
  • Oversees deadlines for advance distribution of materials prior to meetings in electronic and paper format and sharing relevant materials with participants in a well-timed manner meeting expectation in a fast-paced environment.
  • Other duties as assigned.
Supervisory Responsibilities: N/A

Education & Experience:
  • Associate’s degree in a related field, required; and, two (2) to five (5) years’ relevant experience in administrative support and/or office management; or, equivalent combination of education and/or experience.
Competencies/Technical/Functional Skills:
  • Ability to participate as an active team member within the Business Unit and organization and work toward a common goal.
  • Actively seeks opportunities to influence, build effective relationships and gain alignment with peers, functional partners and/or external partners to accomplish business objectives.
  • Accepts personal accountability, proactively seeks resolution for personal limitations head-on; and supports honesty and respect towards others, the company and oneself. Establish and maintain strong positive working relationships with colleagues, faculty, administrators, students and vendors.
  • Develops new insights into situations; questions conventional approaches; encourages new ideas and innovations; designs and implements new or cutting-edge programs and processes. Ability to generate and/or recognize imaginative or creative solutions that generate successful outcomes.
  • Requires a high degree of professionalism, confidentiality, initiative and diplomacy in a fast-paced environment. Knowledge and understanding of the higher education environment, highly preferred.
  • Exceptional organizational and time management skills with the ability to meet multiple deadlines with frequently changing priorities. Strong analytical skills and attention to detail and accuracy.
  • Advanced training in the Microsoft Office suite such as Outlook, Word, Excel, PowerPoint and Adobe Acrobat Professional and Customer Relationship Management (CRM) platforms such as Salesforce.
  • Proven experience providing senior-level administrative support, including organizing and prioritizing tasks and scheduling meetings with strong use of initiative, sound judgment, independent thought and precise attention to detail. Leverage technology solutions to maximize productivity and success.
  • Strong interpersonal skills and the ability to effectively communicate with a wide range of individual of constituencies in a diverse community.
  • Work independently and foster a cooperative spirit within a large and/or small team of diverse cultures, while working in a fast-paced environment with multiple deadlines and frequently changing priorities.
Travel: No Travel Required

The National University System is committed to maintaining a high-quality, diverse workforce representative of the populations we serve. As a network of nonprofit educational institutions, the System employs more than 3,300 faculty and staff and serves over 41,000 students. We are united in our mission to meet the global education demands of the 21st Century and are dedicated to creating a supportive academic and work environment that allows for students, faculty and staff to develop their interests and talents while experiencing a sense of community and a commitment to diversity. With programs available both online and at our many campus locations, the National University System is a leader in creating innovative solutions to education and meeting the needs of our diverse student population, including adult learners and working professionals.

The National University System offers a comprehensive benefits package, competitive salaries, and an opportunity to work in an innovative environment that supports diversity. It is our policy to provide equal employment opportunities for all applicants and employees. The System does not unlawfully discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), national origin, ancestry, age, physical disability, mental disability, medical condition, family care status, veteran status, marital status, sexual orientation or any other basis protected by state of federal laws.