Administrative Assistant - School of Business & Leadership
The University of Charleston is seeking an Administrative Assistant for the School of Business & Leadership.
The Administrative Assistant works directly under the supervision of the Associate Dean of Leadership & Professional Development at the University of Charleston’s School of Business & Leadership. Primary administrative support is for the Associate Dean, program directors, full-time faculty, and adjuncts. Candidate must abide by confidentiality requirements, work effectively and efficiently in a busy environment, and successfully initiate, execute, and complete multiple projects.
Essential Functions / Responsibilities of the Position:
- Communicate effectively with students, faculty, staff, and visitors to Leadership & Professional Development.
- Coordinate with University of Charleston’s food service, audio-visual, and other internal and external constituencies to plan and implement events such as doctoral residencies, applicant interviews, open-house events, convocations, awards and honors, etc.).
- Prepare sensitive office communications and abide by confidentiality requirements and expectations.
- Maintain documentation for office budgets, generate and execute check requisitions, purchase orders, reimbursements, recurring vouchers, expense reports for faculty, and reconciliation of departmental purchase/debit cards.
- Run active and pending reports from Colleague each semester.
- Work with program directors to create a draft of class schedules in Excel, enter final class schedules in Colleague, and maintain final copies for each semester/term in both Excel and Colleague.
- Schedule committee meetings (via WebEx as needed), prepare meeting minutes in a timely fashion, disseminate correspondence, and maintain an electronic and physical database of all past minutes.
- Assist as needed with SmartEvals teaching evaluations.
- Order and maintain supply cabinet (copy paper, toner and other office supplies).
- Provide documents and communications for new faculty searches, onboarding of new faculty, and cessation of employment when faculty retire or exit the university, and order name badges, business cards, and other supplies for faculty.
- Request adjunct and overload faculty contracts from the Provost’s office and maintain records to ensure all contracts have been submitted for each semester/term.
- Assist program directors and faculty with recruiting meetings for prospective students.
- Collect and maintain information/data for student and institutional files, including reports for accreditation, assessment, program evaluations, and curriculum changes as applicable.
- Maintain a current database of all course syllabi each semester.
- Maintain Outlook calendars with appointments, scheduling of meetings, and task lists to assist Associate Dean, program directors, and faculty members as directed.
- Manage travel arrangements for Associate Dean and faculty as required.
- Other duties as assigned.
Qualifications:
- Minimum of Associate’s degree; Bachelor’s degree is preferred
- Minimum of 3 years’ experience working in a high-volume, busy work environment is highly desired.
- Excellent typing and organizational skills, detail-oriented, and the ability to multi-task is a must.
- Proficient use of MS office products (Word, Excel, Outlook, PowerPoint, and Access) is required.
- Experience working with social media is desirable.
- Applicant must be dependable, demonstrate good work ethic, be able to excel in a high-volume environment, have a customer-service orientation and work cooperatively in a team environment.
- In addition, the applicant must have the ability to set priorities, take initiative and work with minimal direction to complete tasks/projects, and exhibit the ability to maintain high professional standards.
- The position requires data entry with access to sensitive and confidential student information.
- Applicant must be able to adhere to student confidentiality policies and procedures.
- Occasional evening and weekend work is required.
- Other duties assigned
EOE