Administrative Assistant

Posting Information

Posting Information

Position Title Administrative Assistant

Position Type Staff

FTE

• 5
  
  

General Employment Period

early August – late May

General Work Schedule (days of week)

M – F

General shift hours

9 – 2

Benefits Eligible? Yes

Job Summary/Basic Function

The position will be responsible for maintaining efficient and organized office functions for the Department of World Languages and Cultures primarily and assist with the Concordia Language Institute. This work includes entering, maintaining and reconciling budget information, coordinating department-sponsored events, maintaining the webpages and social media sites, overseeing student workers, coordinating course schedules, supporting the work of the department chair / director and faculty in the departments, and purchasing supplies.

• Provide Administrative Support for the Department Chair and Faculty – 50%
• Assist with preparation, management and archival of meeting documents and necessary course information
• Create, edit, and proofread materials (e.g., brochures, catalog information)
• Assist with new faculty and staff searches (e.g., correspondence, interview schedules and candidate visits, orientation to department)
• Assist with/act as liaison to Registrar’s Office (e.g., coordinate and enter schedule information into EMS , academic catalog revisions)
• Facilitate correspondence as requested
• Coordinating budgets; reconcile with Banner reports
• Manage day-to-day budget activities
• Reconcile p-card accounts
• Maintain database of alumni information
• Maintain inventory of program equipment and materials; order and purchase supplies
• Maintain department/program webpages and social media sites
• Provide logistical support for adjuncts (e.g., office space, technology, distribution of printed materials, assisting with online / hybrid class needs)
• Help develop promotional materials for programs in the two offices
• Manage Office and Department Events – 30%
• Perform receptionist duties: answer/direct phone calls, facilitate mail processes, order/maintain office supplies
• Maintain archives and storage areas
• Operate and troubleshoot office machines
• Organize and assist with department events and hospitality for speakers (e.g., schedule rooms and technology support; create, distribute, and maintain invitations and publicity; order and facilitate catering/decorations)
• Schedule room usage and manage keys
• Schedule meetings
• Maintain Department / Program calendars
• Assist Students – 20%
• Facilitate faculty/student interaction, schedule appointments with faculty, assist with drop/add process
• Address student questions
• Recruit, hire, train, and supervise undergraduate office assistants
• Coordinate perspective student visits with Enrollment and department faculty
• Create and administer on-line surveys to gather information for student support, planning and assessment
• Assist department-related student groups in schedule and logistical coordination
  
  

Minimum Qualifications

An Associate’s degree plus 2 years of related experience or an equivalent combination of education and experience are required.

Preferred Qualifications

BA and / or experience in higher education is preferred.

Advanced level skills with technology and Microsoft Office Suite

Excellent interpersonal, problem-solving and organizational skills; attention to detail while maintaining efficiency with high work volume; ability to prioritize and multi-task; ability to work with frequent interruptions, remain calm during difficult situations, work under pressure, and meet inflexible deadlines; ability to work independently; ability to maintain confidentiality; genuine interest in and empathy with students and their collegiate experience; knowledge of both Department and overall College organization and culture; intermediate level skills with Microsoft Office Suite, especially with Excel for administration of budgets

Open Until Filled Yes

Screening Begins 07/22/2024

Benefits

Concordia College is proud to offer numerous benefits to its employees, including

• Health Insurance
• Flexible Savings Account
• Vision Insurance
• Dental Insurance
• Preventative Chiropractic Program
• Retirement Plan
• Long-Term Disability Insurance (full-time only)
• Life Insurance (full-time only)
• Planned Time Off ( PTO ) starting at 18 days/year
• 13 paid holidays including the time off in between Christmas and New Year
• Paid parental leave
• Extended Illness Benefit ( EIB )
• Up to 100% tuition with discounts and scholarships at Concordia College and Concordia Language Villages.
• Up to 50% tuition discount with Oak Grove Lutheran Schools
• Up to 100% tuition discounts with participating partners: CIC - TEP , ELCA schools, and Tuition Exchange Inc.
• Perks: access to athletic facilities, library, fitness classes, athletic events, theatre events, purchase dining on campus, free MAT bus rides
  
  

EEO/AA Statement

Concordia College will not discriminate against or harass any employee or applicant for employment because of race, color, creed, sex, religion, national origin, age, veteran’s status, disability, genetic information, sexual orientation, gender identity, marital status, familial status, public assistance status, membership or activity in a local human rights commission, or any other legally protected status.

Special Instructions to Applicants

Employment Contingencies Background Check

Location Moorhead