DEANS OFFICE-BUSINESS - Administrative Assistant

Job Classification

Position summary

Acts as ADMINISTRATIVE ASSISTANT for Graduate Programs and for Off-Campus Programs for the School of Business Administration (SBA).

Qualifications summary

Duties and responsibilities

Graduate Programs

Regular

Frequently instructs and answers questions from faculty, staff, and students regarding graduate level academic processes and policies.

Facilitates communication and the flow of information pertaining to SBA graduate studies between students, faculty, staff, other departments, etc.

Organizes files, develops spreadsheets, and scans documents for electronic filing of Graduate Programs documents.

Follows up with potential students and assists the Marketing & Recruiting Coordinator to onboard students to Andrews University once they are accepted into their graduate program.

Periodic

Sends individualized email reminders for registration to all graduate students. (monthly)

Monitors and informs graduate students of any registration holds on their accounts. (each semester)

Monitors graduate student progress toward degree completion and notifies GRADUATE PROGRAM DIRECTOR of unmet prerequisites, missing transcripts, and low grades. (each semester)

Communicates with Graduate Enrollment Management to facilitate the removal of registration holds. (each semester)

Allows and disallows online registration without a PIN for graduate students. (each semester)

Manually registers and drops online graduate students as necessary via drop/add form. (each semester)

Tracks graduate registration via a registration process spreadsheet. (each semester)

Creates individualized study plans for graduate students using the merge function on Word/Excel. (each semester)

Completes and submits advancement to candidacy forms for graduate students who qualify. (each semester)

Disseminates graduation information and sends personalized email reminders for graduation application and regalia purchase for graduate students. (each semester)

Assists with record keeping and book rental for GMAT Review Workshop. (each semester)

Creates and distributes flyers for GMAT Review Workshop conducted by the MBA PROGRAMS DIRECTOR. (each semester)

Calculates amount of scholarship money each graduate student will receive and submits scholarship totals to Student Financial Services. (each semester)

Maintains files of graduate students who have graduated. (each semester)

Assists MBA PROGRAMS DIRECTOR in planning, coordinating, and executing the MBA & MSA Graduation Celebration. (yearly)

Completes US News and World Report Online MBA Program questionnaire for submission and ranking. (yearly)

Sets up and runs the SBA Graduate Programs booth at the CoP Career Fair and the AU Graduate Fair. (yearly)

Irregular

Maintains a spreadsheet advising record of all pertinent graduate student information.

Maintains academic records in digital files for graduate on-campus and online students.

Resolves problems encountered by graduate students, or refers students to the MBA PROGRAMS DIRECTOR or the PHD PROGRAMS DIRECTOR, if necessary.

Completes and submits all paperwork for online graduate students as their proxy.

Prepares acceptance letters for incoming on-campus and online graduate students.

Tracks and documents graduate petitions, change of status forms, and change of program forms for graduate students.

Receives GMAT score reports, files reports, and contacts students if needed.

Pulls missing transcripts, GMAT scores, recommendations, or other admissions documents from Vault Records to complete advising folders for SBA graduate students.

Assists any online student wishing to transfer to an on-campus program with their transition and vice versa.

Corresponds with and maintains contact with current and prospective students.

Drafts meeting agenda, prepares materials, and takes minutes for the SBA Graduate Admissions Exceptions Committee (called by the CHAIR of the committee when needed).

Assists the Management & Leadership Association (graduate level student council for SBA) officers and provides administrative support as necessary.

Off-campus

Regular

Fields requests and answers questions from off-campus faculty, staff, and students regarding academic processes and policies pertaining to their specific programs.

Creates and maintains computer- and paper-based filing and organization systems for off-campus program documentation.

Periodic

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

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

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

Ensures proper registration of all off-campus students. (each semester)

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

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

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

Communicates with Graduate Enrollment Management to facilitate the removal of registration holds. (each semester)

Completes and submits advancement to candidacy forms for off-campus students who qualify. (each semester)

Instructs qualifying off-campus students in how and when to apply for graduation. (each semester)

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)

Supplies off-campus graduate program liaisons with syllabi and textbook information for AU MBA courses. (each semester)

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

Irregular

Maintains a spreadsheet advising record of all pertinent SBA off-campus student information.

Maintains academic records in digital files for off-campus students.

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

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

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

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

Prepares acceptance letters for incoming off-campus graduate students.

Tracks and documents graduate petitions, change of status forms, and change of program forms for off-campus students.

Coordinates with program liaisons from off-campus AU affiliate and extension programs to facilitate communication between their students and directors and the CoP DEAN and MBA PROGRAM DIRECTOR.

Reviews, certifies, and maintains copies of curriculum vitae from overseas adjunct faculty for CoP DEAN’s approval.

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

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

Coordinates with off-campus program liaisons to plan occasional intensive academic tours for off-campus program students and faculty.

Assists any off-campus student wishing to transfer to an on-campus program with their transition.

Works closely with CoP DEAN on all matters pertaining to the future of off-campus business programs.

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

ACCOUNTABILITIES

Equipment/Tools/Software Used

Computer

Printer

Photocopier

Telephone

Calculator

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

Adobe Acrobat Pro

Banner/Redwood/Vault

Supervision Received

Works under general supervision of the CoP DEAN, GRADUATE PROGRAM DIRECTOR AND PHD PROGRAM DIRECTOR.

Coordinating Relationships

Maintains regular contact with the CoP DEAN on all matters regarding AU off-campus MBA programs.

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.

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

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.

Expected Results

Accurately maintains all academic records. (very precise, no errors)

Accurately maintains off-campus administrative records. (very precise, no errors)

Completes all reports on time. (never late)

Maintains regular contact with off-campus program liaisons.

Keeps CoP DEAN informed of any potential problems or developing issues pertaining to off-campus programs.

Supervisory responsibilities

May supervise student workers

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, the physical demands that must be met, and the work environment encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION

Bachelor’s degree preferred, with an international language or business degree.

EXPERIENCE

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

COMPUTER SKILLS

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

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.

Interpersonal interactions

Maintains regular contact with the CoP DEAN on all matters regarding AU off-campus MBA programs.

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.

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

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.

Physical demands

Employee frequently sits and uses hands and fingers to operate a computer and answer the phone. Occasionally required to stand, walk, and carry objects with hands and arms. Occasionally lifts water bottles weighing up to 40 pounds. Regular visual demands include 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.