MANAGEMENT AND MARKETING - Admin Asst Mgt/Mktg/IS

Job Classification

  Hourly Full-time (35-40)

Position summary

Acts as ADMINISTRATIVE ASSISTANT for the MMIS Department and for Off-Campus Programs for the School of Business Administration.

• Manages all MMIS departmental functions, such as filing, answering the phone or emails, greeting visitors, helping faculty, staff, or students with academic questions, maintaining petty cash fund, taking minutes for MMIS faculty meetings, and other departmental tasks.


• Oversees all clerical functions for SBA Off-Campus Programs, such as answering questions from off-campus faculty, staff, or students, maintaining/filing information of faculty and students, helping with the application process and registration, evaluating transcripts, and coordinates hospitality for visiting off-campus administrators or student groups.

Qualifications summary

• Fifth year college/university program, international language or business degree preferred.


• At least 1 year of previous office experience required, with university office experience and competency in at least one foreign language preferred.


• Strong skills in word processing, spreadsheets, and other computer applications.


• Must relate well and be able to communicate easily with people from diverse backgrounds and cultures.


• Able to maintain confidentiality when working with academic documents and information.

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

Duties and responsibilities

Regular

1. Manages all departmental files and functions (phone, mail, email, voicemail)


2. Greets visitors to MMIS, determines their needs and directs them to appropriate personnel


3. Frequently instructs and answers questions from off- and on-campus faculty, staff, and students regarding academic processes and policies.


4. Facilitates communication and the flow of information between students, faculty, staff, other departments, etc.


5. Assists in the management of Chan Shun Hall building reservations.


6. Receives cash from Computer Lab sales and maintains petty cash fund.


7. Creates and maintains computer- and paper-based filing and organization systems for records, reports, and other documents.

Periodic

1. Replenishes printer paper (weekly)


2. Maintains a spreadsheet of off-campus applicants (weekly)


3. Facilitates and expedites the off-campus application process via individualized email reminders and explanations and constant contact with off-campus program liaisons (weekly)


4. Checks and approves time changes, approves time changes, and submits time for SBA hourly staff and student employees in online timeclock system (weekly)


5. Reconciles petty cash fund and submits deposits to the CASHIER (monthly)


6. Collects and maintains current syllabi for all classes taught in MMIS and for off-campus programs (each semester)


7. Retrieves course schedule for each cohort in each off-campus program and forwards to Off-Campus Records for inclusion in the AU course schedule (each semester)


8. Monitors and informs off-campus students of any registration holds on their accounts (each semester)


9. Monitors off-campus student progress toward degree completion and notifies off-campus program liaisons of unmet prerequisites, missing transcripts, and low grades (each semester)


10. Completes and submits advancement to candidacy forms for off-campus students who qualify and instructs students how to apply for graduation (each semester)


11. Ensures that off-campus faculty correctly use the banner system to input grades for each of their courses and provides the first point of support for related questions (each semester)


12. Compiles textbook requisition information for MMIS courses, submits textbook orders for adjunct faculty, and reminds faculty to submit their book orders by each semester deadline (each semester)


13. Collects pertinent information from off-campus faculty to enter Adjunct Faculty Appointment requests in Vault in order to provide library access and other helpful teaching tools (yearly)

Irregular

1. Assists PROGRAM COORDINATOR and departmental faculty with scheduling, correspondence, editing, testing, photocopying, and other tasks when requested


2. Drafts meeting agendas, prepares materials, and takes minutes for MMIS faculty meetings and sub-committees


3. Maintains a spreadsheet advising record and digital files of all pertinent SBA off-campus student and faculty information


4. Resolves problems encountered by off-campus students, or refers them to other departments if necessary


5. Completes and submits all paperwork for off-campus faculty and students as their proxy


6. Evaluates transcripts for all international students applying to SBA off-campus programs


7. Evaluates admissions documentation for students applying to off-campus programs and issues admission recommendation to the SBA DEAN


8. Plans, organizes, and implements special events and functions for the School of Business Administration when requested


9. Reviews off-campus graduate program course content to ensure accrediation standards are met and collaborates with School of Distance Education to effect necessary changes


10. Coordinates hospitality for visiting off-campus administrators, including travel arrangements, hosting, and other hospitality needs as required


11. Assists Enactus advisors and students with projects and provides administrative support as necessary


12. Assists BUILDING MANAGER with emergency drills and other building issues when requested


13. Orders, replenishes, and dispenses departmental supplies and forms


14. Places and picks up orders for paper, envelopes, flyers, and other items at Lithotech


15. Advises undergraduate students when their advisors are absent


16. Assists TOUR DIRECTOR with paperwork and booking flights for School of Business Administration study tours when requested


17. May confer with Plant Services regarding issues with building maintenance and repair 

Supervisory responsibilities

May supervise one or two part-time student employees.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required, to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION

Fifth year college/university program, with an international language or business degree preferred.

EXPERIENCE

At least one year of previous office experience required, with university office experience and competency in at least one foreign language preferred.

COMMUNICATION SKILLS

Reads and interprets documents such as transcripts, bulletins, schedules, and academic documents. Writes letters and correspondence that are grammatically correct and numerically accurate. Speaks effectively to groups of students, customers or employees. Interacts successfully with people from diverse cultures, with a high level of sensitivity to cultural differences and awareness of global perspectives. Has frequent visitors from outside and within the organization.

MATHEMATICAL SKILLS

Calculates amounts such as discounts, proportions, percentages, and grade point averages. 

REASONING ABILITY

Reads and interprets transcripts, academic documents, and e-mail messages. Solves practical problems and deals with situations where only limited standardization exists. Interprets a variety of instructions furnished in written, oral, diagram, or schedule form. Proposes innovative changes to existing programs. Manages multiple tasks and projects simultaneously with frequent interruptions.


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

Technical competencies

Demonstrates strong skills in the use of word processing, email, spreadsheets, presentation graphics, databases and other computer applications.

Equipment/Tools/Software Used:

Computer

Printer

Photocopier

Telephone

Calculator

Microsoft Office (Word, Excel, Access, PowerPoint, Outlook, Publisher)

Adobe Acrobat Pro

Banner/Redwood/Vault

Interpersonal interactions

1. Acts as liaison between School of Distance Education and School of Business Administration


2. Confers with GRADUATE ENROLLMENT COORDINATOR, or DIRECTOR of Graduate Enrollment Management regarding files and information about prospective or current applicants for SBA off-campus graduate programs


3. Consults with MMIS PROGRAM COORDINATOR to ensure departmental needs are met


4. Confers with the ASSISTANT REGISTRAR FOR GRADUATE PROGRAMS concerning registration and graduation matters for all SBA off-campus graduate students


5. Coordinates with program liaisons from off-campus AU SBA affiliate and extension programs to facilitate communication between their students and directors and the SBA DEAN and GRADUATE PROGRAMS DIRECTOR


6. Seeks information from the DIRECTOR or INTERNATIONAL ADVISOR in the International Student Services office to clarify visa or immigration issues faced by prospective or current off-campus students when requested


7. Assists SBA TOUR DIRECTOR in planning study tours when requested

Physical demands

While performing the duties of this job, the employee frequently sits and uses hands and fingers to operate a computer keyboard and answer the phone. Occasionally required to stand, walk, and carry objects with hands and arms. Occasionally lifts and moves water bottles weighing up to 40 pounds. Regular visual demands include close vision work with a computer monitor.

Work environment

Open office design allows noise to be a disturbing factor. Work space is well-lit, but computer work may cause eye or wrist strain with prolonged activity.