ENGLISH - Administrative Assistant

Job Classification

  

Position summary

Functions as team facilitator in administrative and financial operations of the Department of English and assists the department chair in managing day-to-day and long-term activities and planning. Duties are divided  between office administration and departmental recruting, with some time spent overseeing student workers.

Qualifications summary

Successful applicant will have either a college degree (preferred) or administrative experience with strong skills in writing and editing, the ablility to work independently as well as collaboratively, and a friendly, warm manner that is welcoming to students either in person, on the phone, or via electronic communication.


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

Duties and responsibilities

Daily

Serves as departmental receptionist, welcomes and assists visitors, answers telephones, manages two email accounts, sorts and distributes faculty mail

Assists the department chair with managing his/her schedule, appointments, and communication

Provides ongoing assistance to faculty with: copying, printing, and sending email messages to departmental majors; communicating with ITS regarding any computer problems or new computer knowledge and maintenance; general office-related tasks, such as preparing course posters and publicizing events, etc. 

Nurtures a positive and encouraging rapport with students who frequent the department and make it their academic home. Assists students with a wide variety of issues and requests  

Provides assistance to the Writing Center (a service center within the department): directing students and answering questions, helping students make appointments, helping tutors print for clients, assisting the director as needed, etc.

Maintains a positive rapport and productive working relationship with neighboring offices and the departments that we do business with:  the Dean’s office, Student Success, the J.N. Andrews Honors Program, as well as  Accounts Payable, Accounts Receivable, Academic Records, Enrollment, etc.

Maintains an attractive, well ordered workspace, including but not limited to: watering and maintaining decorative plants, vacuuming, cleaning tables and countertops, glass cleaning, maintaining a clean refrigerator, microwave, etc., emptying departmental wastebaskets, taking out recycling

Weekly/Bi-Weekly

Assists with preparation of records such as agendas, notices, and minutes for departmental meetings

Each Semester

Prepares and submits the course schedule through the scheduling portal and manages room requests and changes, scheduling changes, etc.

Publicizes deaprtmental assemblies

Prepares paperwork for teaching contracts and scholarships

Annually 

Prepares and submits bulletin changes through Acalog and Curriculog

Prepares and submits the course schedule through the scheduling portal and manages room requests and changes, scheduling changes, etc.

Regular and Ongoing

Manages the departmental website and Facebook page

Helps arrange programs, events, and conferences by arranging for facilities and catering, issuing information or invitations, coordinating speakers, organizing logistics, and assisting with event budget

Helps to prepare and direct paperwork (including confidential documents) through appropriate university channels

Helps to recruit and communicate with prospective students: compiles lists, drafts and sends letters, prepares welcome packages, etc.

Oversees, reviews, and maintains departmental financial matters and records:  interdepartmental charges, expense reports, check requests, credit card statement, contracts,  etc.

Organizes and maintains departmental files, including transitioning of files from paper to electronic files through ongoing scanning and copying to create comprehensive, easily obtained data storage for the department

Monitors, maintains, and purchases departmental supplies and equipment

Supervisory responsibilities

Oversees approximately 3-4 student workers

Hires student workers; assists with and resolves payroll issues, i.e. student rate sheets; trains student workers; plans, assigns, and directs work; appraises performance; addresses complaints and resolves problems

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.

Education and/or Experience                                                   

College or university program certificate; or two to four years related experience and/or training; or equivalent combination of education and experience.

Language Skills                                                

Ability to read, analyze, and interpret documents related to higher education and university procedures, i.e. bulletins, etc.  Ability to write documents, reports and correspondence with an excellent command of the English language.  Ability to effectively present information and respond to questions from individuals and groups of faculty, students, work colleagues, and the general public from diverse backgrounds.

Mathematical Skills                                                     

Ability to calculate figures and amounts such as discounts, proportions, and percentages.

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.


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

Technical competencies

Ability to use basic computer applications such as Microsoft Office Suite, as well as email, social media, and Google docs. 

Ability to learn Acalog, Curriculog, Redwood, Banner, scheduling portal and any other new applications introduced by the university, i.e. Recruit

Interpersonal interactions

Must be able to greet students and visitors in a warm, friendly manner and assist them with resolving their questions.



Responsive to regular faculty requests

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 often required to stand and walk within the department, building complex, and across campus.  Specific vision abilities required by this job include close vision, and ability to adjust focus.  Must be able to lift 40 pounds.

Work environment

This is a reception area with no private space, high traffic, and many distractions.

The noise level in the work environment is usually moderate.