INTENSIVE ENGLISH PROGRAM - Admin Asst Intensive English

Job Classification

  Hourly Half-time (20-29)

Position summary

The administrative assistant will be working under the direct supervision of the DIEP Director. This position provides organizational support and is responsible for a wide variety of administrative tasks. 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 demeanor while also being strategic in personal time-management and office process improvements.

 

Qualifications summary

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


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

Duties and responsibilities

• Provide a warm, welcoming atmosphere to the department


• Maintain a professional appearance and demeanor


• Receive visitors and coordinate student visits


• Answer the phone and manage emails


• Order books and desk copies at request of the Chair


• Purchase office supplies


• Change or make classroom reservations when/if needed


• TESTS: order supplies, administer, and score placement or other tests


• Send memos to the appropriate departments when a student completes the program


• Assist with handling the petty cash box and keeping a record of it


• Work with admissions, international student services, student financial services, and other offices as needed


• Set up tutorial classes according to the need


• May require payment bookkeeping between student, tutor, and substitute teaching


• Record minutes of faculty and committee meetings


• Update and manage the DIEP website and social media accounts (e.g., Facebook and Instagram pages)


• Maintain a tidy appearance of the Office and Kitchenette area

Supervisory responsibilities

N/A

Qualifications

• Proficient in Microsoft Office, especially Word and Excel


• Strong communication skills


• Basic accounting skills and knowledge of money handling procedures


• Experience working with international students


• Bilingual ability is desirable


• A bachelor’s degree is preferred

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

Technical competencies

N/A

Interpersonal interactions

Greet visitors, students, and others who come into the DIEP office.

Answer the phone, manage email, and complete other front-desk administrative work.

Communicate in a professional manner in person, on the phone, and through email.

Communicate with students and prospective students about university language requirements and DIEP classes, processes, and policies.

Communicate with programs, departments, and schools, and individual faculty and staff members, about university language requirements, DIEP classes, processes, and policies.

Physical demands

While performing the duties of this job the employee is regularly required to sit and talk or hear.  Additionally, the employee is occasionally required to stand and walk.  

Work environment

The noise level in the work environment is usually moderate.