DEANS OFFICE-ARTS AND SCIENCES - Admin Asst CAS Dean

Job Classification

  Hourly Full-time (35-40)

Position summary

Our administrative assistant will oversee all general operations for the College of Arts & Sciences Dean’s Office. Working under the direct supervision of the CAS Dean, this position provides organizational support and is responsible for a wide variety of tasks. This is a busy office with a lot of interruptions and distractions. The ideal candidate will be able to thrive in this type of environment, maintaining a calm demeanor while also being strategic in personal time-management and office process improvements.

Qualifications summary

• Several years of experience working in an office environment; Andrews University experience preferred


• Should have a 4-year degree or equivalent job experience


• Must be a skilled multi-tasker, yet maintain attention to detail


• Must have excellent communication skills; ability to speak a language in addition to English is always helpful in our office


• Must be able to work independently but also know when to ask for more clarification and guidance


• Must work well with diverse groups of students and faculty


• Should know how to use Microsoft Outlook, Word, Excel, Adobe, and web experience is a plus


• We will require that applicants take the office skills test in HR.

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Principal Duties and Responsibilities

Administrative Support to the CAS Dean

• Schedules appointments and meetings


• Types correspondence


• Answers and screens phone calls for the dean and the main office


• Collects and collates data from the CAS departments


• Processes student and faculty forms


• Creates and updates documents as requested by Dean


• Helps CAS Assistant Deans and Assistant to the Dean, as needed

Office Management

• Greets and assists visitors


• Maintains Nethery copier and sends quarterly usage reports to departments


• Manages the CAS website, the CAS shared drive, and the Nethery hallway announcement monitor


• Organizes and maintains files for CAS faculty, correspondence, student issues, and other records


• Maintains CAS informational directory and calendars and the email listserves


• Orders office supplies


• Opens and routes incoming mail

Provides Administrative Support to the CAS Assistant Dean for Graduate Programs

• Processes graduate forms


• In coordination with the CAS Assistant Dean, generates and sends acceptance/denial letters and related materials to graduate applicants

Provides Assistance to CAS departments

• Assists faculty with AV equipment as needed in Nethery and Buller


• Notifies CAS faculty of campus-wide events and meetings


• Transmits information between the CAS Dean and the CAS faculty and staff

Building Manager for Nethery Hall & Buller Hall

• Manages room reservations in Nethery & Buller for non-course-related events


• Notifies Plant Services or Custodial of building problems and submits work orders


• Edits the onlinr building opening/closing schedule each semester

Supervisory responsibilities

Supervises and directs the work of our student workers.

Qualifications

• Several years of experience working in an office environment; Andrews University experience preferred


• Should have a 4-year degree or equivalent job experience


• Must be a skilled multi-tasker, yet maintain attention to detail


• Must have excellent communication skills; ability to speak a language in addition to English is always helpful in our office


• Must be able to work independently but also know when to ask for more clarification and guidance


• Must work well with diverse groups of students and faculty


• Should know how to use Microsoft Outlook, Word, Excel, Adobe, and web experience is a plus


• We will require that applicants take the office skills test in HR.

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Familarity with any of the Microsoft Office products is extremely helpful. We would like this position to be able to create and edit PowerPoint presentations and Word documents. Knowing how to create formulas and format Excel documents is also very helpful. Comfort with iVue, Redwood, and/or Banner is definitely a plus.

Interpersonal interactions

This position requires frequent conversation with students, parents, university staff, and CAS faculty, as well as interactions with university administration. Since this position takes a lot of messages for the Dean, getting useful details is essential to productivity. We are looking for someone who is definitely customer service focused, but who also can ask questions to get the necessary information to save the Dean time later.

Physical demands

This job requires a lot of sitting. May need to lift reams of paper to refill the copier paper cabinet.

Work environment

This is a normal office environment with busy as well as slow periods of time.

Work hours are 8 a.m. - 5 p.m. with an hour away for lunch.