Administrative Assistant - Omni
Job Title: Administrative Assistant - Omni
Classification: C5
Department: Omni
Updated: December 2025
Job Summary
Acts as a general assistant to the Assistant Vice President and Director of Professional and Continuing Education, performing office functions which substantially contribute to the unit’s or divisions objectives.
Essential Functions:
- Maintains and analyzes set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts.
- Makes recommendations to projected budgets and actively participates in regular budget planning meetings for multiple cost centers; including grant funded initiatives.
- Maintains, processes and manipulates data on a personal computer using word processing, presentation, database, and spreadsheet software.
- Performs administrative work of a confidential nature for the Assistant Vice President and Director.
- Responsible for coordination with Facilities Services on items related to building and maintenance operations.
- Maintains/updates student records, registration, invoicing, payments, and interdepartmental transfers for noncredit programs.
- Responsible for hiring, training, supervising, and approving hours for student employees.
- Responsible for the inventory, ordering of office supplies and swag items for Omni.
- Acts with a high degree of independence as liaison with various campus offices.
- Plans and coordinates special events for Omni.
- Assists within the unit in carrying out standard office management operations.
- Responsible for managing the calendar for the Assistant Vice President and assists with scheduling appointments for the Director of Professional and Continuing Education.
- Provides general clerical duties.
- Provides administrative support for planning and implementation of professional development programs, including catering, logistics, materials, media services, and external contacts.
- Assists with administering, summarizing, and maintaining pre- and post-event evaluations and client surveys.
- Manages departmental communications: respond to inquiries, maintain email and social media accounts, and draft newsletters and promotional materials. Serves as back up for telephones and scheduling advising appointments.
- Assists with maintaining and updating the department website and with the marketing and enrollment of non-credit professional development programs.
- Coordinates employment search processes and facilitates new employee on-boarding process.
- Compiles and logically formats statistical data and reports.
- Other related duties as assigned.
Non-Essential Functions:
Not Applicable.
Required Qualifications:
- High school graduate or equivalent.
- Minimum of five years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience in a supervisory role or equivalent.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to handle complex budget records and assist with financial concerns.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Ability to work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to maintain positive intercultural and interpersonal relationships.
Preferred Qualifications:
- Some college course work.
- Higher education experience.
- Supervisory experience.
- Ability to problem solve and use independent judgement.
- Familiarity with program and event planning.
- Knowledge of and experience working with local, state, or national regulatory organizations.
Supervision Received:
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised:
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.