Administrative Assistant, Finance and Administration

External Applicants :

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents :

Navigate to the "My Experience" application page.

Locate the "Resume / CV" document upload section at the bottom of the page.

Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note : The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees :

Apply from your existing Workday account in the Jobs Hub. Do not apply from this website.

A cover letter is required for all positions; optional for facilities, campus services, and hospitality roles unless otherwise specified.

Job Description Summary

Provides administrative support to several units with the division of Finance and Administration. Supports the day-to-day activities of the units and serves as the primary meeting scheduler for complex, multi-stakeholder meetings. Assists with the preparation of various correspondence, agendas, meeting notes, and other administrative documents.

Job Description

Essential Functions :

Maintains calendars, schedules meetings and appointments, and aligns schedules of internal and external meeting participants.

Prepares agendas and takes notes during meetings, as required.

Assists with the composition and preparation of various correspondence and other administrative project documents.

Tracks, orders, and maintains office materials and supplies, assuring inventory is available.

Schedules travel, including airline reservations, car rentals, hotel reservations, etc., as needed.

Creates expense reports and processes invoices in Workday.

Maintains an inventory of relevant supplies to meet the needs of the units served.

Other Functions :

Performs other job-related duties as assigned.

Required Education, Knowledge, Skills, Abilities :

Associate’s degree and at least three years of experience, or an equivalent combination of education and related experience.

General knowledge of office management techniques, practices, and procedures.

Excellent organizational and time management skills.

Proficiency in Google Suite, Microsoft Office, and other relevant cloud-based products and software.

Ability to handle sensitive information in a confidential manner.

Ability to present and display professional demeanor at all times.

Ability to demonstrate effective communication skills both verbally and in writing.

Ability to analyze and interpret policy and procedural questions.

Ability to identify, research, and resolve office management and administrative problems and questions.

Preferred Education, Knowledge, Skills, Abilities :

Experience in a higher education setting is preferred.

Experience integrating AI solutions to increase task efficiencies.

Accountabilities :

Responsible for own work.

Physical Requirements :

Light work; standing, walking, talking, hearing, and close visual acuity. Ability to lift up to 20 pounds.

Environmental Conditions :

Subject to inside environmental conditions. Not typically exposed to adverse environmental conditions.

Disclaimer :

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee’s supervisor.

Additional Job Description

Time Type Requirement

Full time Note to Applicant :

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his / her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.