Administrative Assistant

BASIC PURPOSE: Serves the D’Amour College of Liberal Arts and Sciences in coordinating work and other initiatives in support of the mission of the University. This position will assist the Dean of Liberal Arts by interacting with faculty, community partners, students, other campus departments, and the public.

ACCOUNTABILITIES:

Administrative:

• Provides support for the Deans, to include screening and handling telephone communications, greeting and directing visitors, and organizing workflows.
• Schedules and coordinates deans’ appointments and oversees daily office activities.
• Organizes and facilitates meetings for the Deans (such as Academic Council, Advisory Council, Curriculum Committee); schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and provides administrative support and follow-up on matters arising from meetings.
• Composes and prepares written documentation and correspondence for the Deans’ office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
• Gathers, enters, and/or updates data to maintain university records and databases, as appropriate; establishes and maintains paper and electronic files and records for the office.
• Performs and coordinates administrative activities associated with academic affairs, such as hiring of adjuncts and faculty searches.
• Assists the Dean of Liberal Arts and Sciences with preparation of internal and external documents, presentations, reports, newsletters, grants, and publications.
• Assists Dean in managing departmental websites and social media channels.
• Coordinates, prioritizes, and assigns tasks to student workers as appropriate.
• Performs other related duties as assigned.

Coordinates the uploading of materials on Brightspace which includes:

• CV’s, Course evaluations, Final exams, Syllabi, Teaching schedules.

Event Planning:

Assists with planning and implementations of various events for University of the Liberal Arts and Sciences:

• Manages and confirm room reservations.
• Coordinates guest speakers and makes accommodations for them as necessary.
• Manages requests for food service/catering.
• Coordinates the event placement on the Event/Master Calendar.
• Sets up workshops.
• Ensures announcements are posted on portal.
• Coordinates creation and copying of posters, flyers, brochures, etc.

Finance:

Monitors department budget ensuring invoices and purchase orders are processed in a timely fashion:

• Submits travel expenses for payment.
• Orders supplies.
• Oversees budget and makes budget transfers as necessary.
• Monitors and tracks payments for applied lessons.
• Signs out and tracks loaner laptops, cameras, tripods and tablets.

University Operations:

Assists in the daily operations of the Academic Support Team Department:

• Sorts and distributes daily mail.
• Processes and notifies University community of class cancellations.
• Monitors and orders printer supplies.
• Maintains strict confidentiality on many sensitive issues.
• Performs other related duties as assigned.
• Serves as a Campus Security Authority for Clery reporting purposes and a Responsible Employee for Title IX reporting purposes.

QUALIFICATIONS:

MINIMUM QUALIFICATIONS:

• Must be willing to contribute actively to the mission of the University and the programs, as well as show respect for the Catholic and Assumptionist identity of Assumption University;
• An Associate's degree is required;
• 2-3 years of office administration experience;
• Excellent verbal, written skills, organizational and interpersonal skills;
• Intermediate skills with Microsoft Office Suite (Word, Excel) are required to create complex spreadsheets, documents, and databases and work independently on projects as assigned;
• Proficiency in social media technology;
• Ability to follow-up, follow-through, multi-task, set priorities and adhere to deadlines;
• Ability to function independently, work collaboratively, pay attention to detail, work under pressure, prioritize multiple projects, and handle confidential information.

PREFERRED QUALIFICATIONS:

• Bachelor's degree in a related field.
• Graphic Design experience.
• Experience in a University setting with proven technical abilities across a variety or complex software systems, relational databases, and web-based programs.

PHYSICAL DEMANDS: The physical demands listed are typical of those an employee must meet to successfully perform the essential duties of this job. We may make reasonable accommodations to enable individuals with disabilities to perform those duties. While performing the duties of this job, the employee is regularly required to talk, see, hear, read, write, walk, sit, stand, stoop, kneel or bend; reach with hands and arms; use office equipment such as computer, telephone, calculator, and fax machine. The employee must occasionally lift and/or move up to 25 pounds.

MENTAL DEMANDS: The mental demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Examples of mental demands include reading (documents), detailed work, confidentiality, language, math, reasoning, oral communications, written communications, multiple concurrent tasks, interruptions, and performing calculations when necessary.

Associates or better.

• Administration experience