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 Assistant to the Dean as well as 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 composure while also being strategic in personal time-management and office process improvements.

Qualifications summary

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


• Should have a 4-year degree or equivalent job experience; or relevant combination of education and experience.


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


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

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

Duties and responsibilities

Administrative support to the CAS Dean

1. Calendar scheduling: coordinates appointments, arranges meetings, and arranges travel schedules and reservations


2. Types correspondence; creates and updates documents


3. Answers and screens phone calls for the dean and the main office


4. Collects and collates data from the CAS departments


5. Processes student and faculty forms


6. Helps CAS Assistant Deans and Assistant to the Dean as needed


7. Takes meeting minutes in at least two committees (CAS Chair's Council and CAS Faculty Meeting)

Office management

1. Greets and assists visitors


2. Maintains Nethery copier and completes quarterly billing report


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


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


5. Maintains CAS informational directory and calendars and the email listservs


6. Orders office supplies


7. Opens and routes incoming mail

Provides administrative support to the CAS Assistant Dean for Graduate Programs

1. Processes graduate forms


2. In coordination with the Graduate Dean, generates and sends acceptance/denial letters and related materials to graduate applicants

Provides assistance to CAS departments

1. Assists faculty with AV equipment as needed in Nethery and Buller


2. Notifies CAS faculty of CAS events and meetings


3. Creates fillable PDFs as needed

Building manager for Nethery Hall & Buller Hall

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


2. Notifies Plant Services and Custodial of building problems and work orders


3. Submits building opening/closing schedule each semester to Campus Safety

Supervisory responsibilities

Some supervision of student workers may be required.

Qualifications

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

Dependability is important. Must work from 8:30 a.m. to at least 4:00 p.m. with a set lunch hour. This position opens the office in the morning and at lunch so being timely is essential.

Should have a 4-year degree or equivalent job experience; or relevant combination of education and experience.

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

Must have excellent communication skills; ability to speak a language other than 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, PowerPoint, Adobe, and perform web research.


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

Technical competencies

1. Should know how to use Microsoft Outlook, Word, Excel, PowerPoint, Adobe, and web research experience is a plus


2. Experience with Andrews systems (iVue, PreVue, Records) is very helpful

Interpersonal interactions

1. Must have excellent communication skills; ability to speak a language other than English is always helpful in our office


2. Must work well with diverse groups of students and faculty

Physical demands

Minimal physical requirements.

Will need to be able to travel around campus.

Current desk set-up is a stand-up desk, but it can be lowered to a normal sitting level.

Will need to be comfortable working at a computer for most of the day.

Work environment

You will be sitting in an open office area with lots of interruptions and visitor traffic.