SCH OF BUSINESS ADMINISTRATION - Administrative Assistant

Job Classification

  

Position summary

This position is responsible for the administrative aspects of assisting the Chair of the School of Business Administration (SBA) and helps in creating a professional and vibrant culture for the SBA. The comprehensive scope of responsibilities includes those of office management, administrative support to the Chair and support to the faculty.



These responsibilities require extensive knowledge and deep understanding of the mission, values and operations of the University.

Qualifications summary

• Exceptional skills in customer service and academic administration.


• Exceptional organizational, multitask and problem-solving skills.


• Self-directed, self-motivated and strong team player.


• Advanced computer skills and internet research skills.


• Ability to think critically, analyze and respond to complex situations.


• Proficient with verbal and written communication skills.

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

Duties and responsibilities

Office Management

1. Manages all office functions in the CHAIR suite, providing exceptional customer service to visitors, students, parents, and others.


2. Assists the CHAIR with scheduling meetings and appointments, recording minutes, data management, appropriate documentation, travel arrangements, etc. for the CHAIR and faculty.


3. Assists the CHAIR with employment paperwork for faculty, staff, students and adjuncts.


4. Signs documents for the CHAIR on routine matters and in his/her absence.


5. And other office management duties as may arise.

Academic Support

1. Assists CHAIR with course schedules, syllabi collection, academic policies, student documentations, and course survey feedback.


2. Coordinates with the Chair to schedule SBA committee meetings and record minutes.


3. Creates, verifies and submits adjunct and other contracts.


4. Assists CHAIR in preparing the outcomes assessment plan, strategic plan, curriculum review, as well as the self-study report for accreditation.


5. And other academic support duties as may arise.

Financial Support

1. Assists the CHAIR with financial matters, including project budgets, checking for cost savings, and reviewing financial statements.


2. Responsible for tracking financial transactions and verifies appropriate account numbers are being charged or credited on check requests, IDCs, expense reports, and reconciling accounts, etc.


3. Checks and approves time changes, and submits time for SBA hourly staff and student employees in online timeclock system.


4. And other financial support duties as may arise.

Event Planning

1. Plans and executes social events (student activities, faculty gatherings, etc.) and the yearly SBA field trip.


2. Assists CHAIR or designated person with planning and execution of conferences and community events.


3. Assists CHAIR with planning Speaker Series for Academic Assemblies.


4. Coordinates the graduation weekend Ethics Oath Ceremony.


5. And other event planning duties as may arise.

Building Management

1. Oversees building opening/closing times, security issues relating to campus safety.


2. Coordinates building and room reservations,


3. Coordinates building repair/custodial requests with Plant Services.


4. Oversees the physical plant and reports building repair/custodial requests.


5. Contacts the MANAGER OR ADMINISTRATIVE ASSISTANT of Plant Service with any building needs.

Marketing & Recruitment

1. Coordinate with Information Systems Support Manager to insure appropriate employees (student & faculty) have access to SBA social media accounts and website updates.


2. Coordinates with Ilean to update marketing materials and maintain social media accounts and postings.


3. Coordinates with Marketing & Enrollment and Ilean for recruiting, campus visits, and college previews.

Supervisory responsibilities

Directly supervises student employees, assisting the CHAIR with hiring and training.

Qualifications

To be successful in this role, candidates should demonstrate the ability to perform all essential duties effectively. Strong organizational skills and the ability to manage and stay ahead of schedules are essential. 

Required: 

• Three to four years of prior office experience 

• Strong organizational and time management skills 

Preferred: 

• A four-year college degree 

• Office management experience, particularly in a university setting 

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

Technical competencies

N/A

Interpersonal interactions

Advanced computer and internet research skills including knowledge of MS Office (Word, Excel, PowerPoint, Outlook, Adobe, Publisher) Google suite and Web design. Preferred knowledge of Adobe Acrobat, Canva and CRM software.

Ability to do basic math as well as higher level analysis of financial reports.

Physical demands

May require some lifting (at least 40 pounds), carrying pushing and/or pulling, stooping, kneeling, crouching, or crawling, and significant fine finger dexterity.  

Work environment

Work is performed in a highly visible, fast-paced shared office environment with a high-level of traffic and calls, along with moderate noise levels