DEANS OFFICE-ARTS AND SCIENCES - Administrative Assistant

Job Classification

  Hourly Full-time (35-40)

Position summary

Our administrative assistant will oversee all general operations for the College of Arts & Sciences (CAS) Dean’s Office. Working under the direct supervision of the Assistant to the Dean, as well as the CAS Dean, this position provides a wide variety of tasks and administrative support to the dean's office and other departments within CAS. 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 and proactive in personal time-management and office process improvements.

Qualifications summary

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 scheduled lunch break.

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 other than English is always helpful in our office.


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

Duties and responsibilities

Administrative Support and Office Management

Serves as the initial point of contact both in person and online. Greets and assists staff, faculty, and visitors.

Screens incoming calls and correspondence and responds independently when possible.

Maintains office supplies and Nethery copy room inventory. Provides assistance in troubleshooting copier issues and submission of service requests. Daily upkeep of Nethery bulletin boards and digital display.

Calendar coordination and scheduling for CAS Dean and Assistant Dean of Curriculum and Graduate Studies (i.e. appointments, meetings, travel schedule and reservations).

Maintains CAS informational directory, calendars, and email listservs. Communicates CAS faculty events and meetings.

Manages the CAS Dean’s Office webpages and provides website support to other CAS departments as requested. Acts as liaison to University Communication for troubleshooting and improvements.

Types correspondence, create documents, and facilitates required signatures (hard copy and electronic) for registration forms, appeals, petitions, and other academic requests. Creates and maintains tracking system of forms received and submitted.

Maintains electronic and hardcopy filing systems. Serves as custodian of office documents and records.

Provides support to CAS departments in preparing check requests, expense reports, IDC submissions, and course schedule changes as needed.

Assists in scheduling monthly CAS committee meetings and compiling agenda materials. Coordinates facility reservations, catering requests, and additional logistical support for multiple CAS annual events throughout the year.

In coordination with the CAS Assistant Dean of Curriculum and Graduate Studies, generates acceptance/denial letters and related materials for graduate applications. Uploads final documents into Recruit program software.

Supports CAS Assistant Dean of Curriculum and Graduate Studies as needed.

Supports Assistant to the Dean as needed.

 

Building Management

Manages room reservations in Nethery and Buller for non-course-related events for internal and external inquiries.

Acts as liaison to Plant Services and Custodial for resolution of building issues and work orders.

Acts as liaison to Campus Safety for submission of Nethery and Buller building schedules each semester. First point of contact for resolution of building access and safety issues that arise.

Assists faculty with AV equipment in Nethery and Buller, as needed. Acts as liaison to ITS for troubleshooting and improvements.

Supervisory responsibilities

Some supervision of student workers may be required.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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

Technical competencies

Language Skills                                                

Ability to read and interpret general correspondence, data, university reports and policies. Ability to draft business correspondence, and office manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills                                                     

Ability to apply concepts of basic algebra and geometry.

Reasoning Ability                                             

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills

Microsoft Outlook, Word, Excel, PowerPoint, Adobe, and web research experience is a plus.

Interpersonal interactions

1. Must have excellent communication skills. Daily work with diverse groups of students, faculty, campus departments and outside vendors


2. Ability to speak a language other than English is always helpful in our office.

Physical demands

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occassionally required to stand and walk. Specific vision abilities required by this job include close vision, and ability to adjust focus.

Will need to be able to travel around campus.

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 potential for multiple interruptions and assistance provided online and in person when feasible.

The noise level in the work environment is usually moderate.