COMPUTING - Administrative Assistant
Job Classification
Position summary
This position assists the Chair of the Department of Computing in creating a professional and vibrant culture for the department. 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
- Strong skills in customer service and academic administration.
- Excellent organizational, multitasking, and problem-solving skills.
- Self-directed with a strong ability to work in teams.
- Proficient in computer and internet research skills.
- Ability to think critically, analyze, and respond effectively to complex situations.
- Proficient in verbal and written communication.
Must be a Seventh-day Adventist in good and regular standing.
Duties and responsibilities
Office Management
- Manages all office functions in the CHAIR suite, providing exceptional customer service to visitors, students, parents, and others.
- Assists the CHAIR with scheduling meetings and appointments, recording minutes, data management, appropriate documentation, travel arrangements, etc. for the CHAIR and faculty.
- Assists the CHAIR with employment paperwork for faculty, staff, students and adjuncts.
- Signs for the CHAIR on routine matters and in his/her absence.
- And other office management duties as may arise.
Academic Support
- Assists CHAIR with course schedules, syllabi collection, academic policies, student documentation, and course survey feedback.
- Coordinates department committee meetings and minutes.
- Creates and submits adjunct and other contracts.
- Assists CHAIR in preparing the outcomes assessment plan, strategic plan, curriculum review, as well as the self-study report for accreditation.
- And other academic support duties as may arise.
Financial Support
- Assists the CHAIR with financial matters; projects budget, checks for cost savings, and reviews financial statements.
- Tracks financial transactions and verifies appropriate account numbers are being charged or credited on check requests, IDCs, expense reports, etc.
- Checks and approves time changes and submits time for hourly staff and student employees in online timeclock system.
- And other financial support duties as may arise.
Event Planning
- Plans and executes social events (student activities, faculty gatherings, etc.).
- Assists CHAIR with planning and execution of conferences and community events.
- Assists CHAIR with planning Speaker Series for Academic Assemblies.
- Coordinate the graduation weekend event.
- And other event planning duties as may arise.
Marketing & Recruitment
- Coordinate with Information Systems Support Manager to ensure appropriate employees (student & faculty) have access to department social media accounts and website updates.
- Coordinate with Ilean to update marketing materials and maintain social media accounts and postings.
- Coordinates with Marketing & Enrollment and Ilean for recruiting, campus visits, and college previews.
- Follow up with applicants to find solutions to help them to decide to be a part of the program.
Supervisory responsibilities
Directly supervises student employees, assisting the CHAIR with hiring and training.
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:
- A four-year degree is preferred.
- Previous office experience is required.
- Office management experience in a university setting is a plus.
Must be a Seventh-day Adventist in good and regular standing.
Technical competencies
- Proficiency in computer and internet research skills, including MS Office (Word, Excel, PowerPoint, Outlook), Google Suite, and basic web design.
- Preferred familiarity with Adobe Acrobat, Canva, and CRM software.
- Ability to do basic math as well as higher level analysis of financial reports.
Interpersonal interactions
- Strong people and customer service skills to work effectively with students, parents, faculty, administrators, and the public with professionalism and confidentiality.
- Ability to maintain a caring and congenial attitude, especially in stressful and complex situations.
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.