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 The individual in this position provides administrative and clerical support to the faculty and staff of the School of Arts, Sciences, Business, and Education (SASBE), supporting the effective operation of the academic unit. The position also includes providing administrative support to the Office of the Assistant Dean of Academic Affairs for a portion of the appointment. Serving as a liaison between the School and the broader University community, the incumbent interacts regularly with students, faculty, staff, and administrators. Under the direction of the Dean, the individual assists with a wide range of operational and administrative functions. Exceptional communication, organizational, and computer skills are essential for successful performance in this role.
- Acts as a liaison between the Dean and specific departments and the general public. May act as receptionist for the School, answers and screens telephone calls, visitors and/or mail, takes messages.
- Responds to routine requests for information regarding all School/Department programs and events and refers complex requests to appropriate staff or faculty members. Â
- Manages daily functioning of the School/Department office, including supplies, mailings, work orders, student worker relations, student record upkeep and other file management.
- Collaborates with the Executive Administrative Assistant on scheduling appointments and coordinating arrangements for meetings, conferences, and travel. Coordinates all logistics for School/Department events.
- Organizes workflow and initiates follow-up action and communications on behalf of Dean, Chairs or Directors and other faculty and staff. Â Â Â Â Collects and disseminates information within and beyond the University accordingly.
- Organizes and maintains files and records in accordance with School/Department procedures, and follows up on pending matters. Â
- Coordinates and maintains all surveys, agendas and reports generated by the School/Department; assembles data and compiles statistical information as needed.
- Obtains information from other administrators or outside representatives.
- Uses appropriate technology to compose and produce professional correspondence, minutes of meetings, presentations, spreadsheets, databases, and reports.
- Uses appropriate software and information sources to continually update and improve the School and Departments’ web presence.
- Supports School/Department in events, including occasional evening and weekend events, such as but not limited to receptions, open houses, career fairs, recruitment events, orientation, and commencement.
- Establishes own work priorities under the policies and procedures of the School/Department.
- Uses appropriate discretion and judgment relating to the Dean’s or Chairs’ schedule, correspondence and commitments.
- Recognizes and maintains circumstances of a confidential nature.
- Performs other related duties as required.
Office of the Assistant Dean of Academic Affairs:
- Provides administrative support as needed to the Office of Institutional Effectiveness, including:
- Coordinates meetings between the OIE and other offices, including scheduling rooms and managing invitations.
- Organizes workflow and initiates follow-up action and communications on behalf of the OIE. Collects and disseminates information within and beyond the University accordingly.
- Uses appropriate technology to compose and produce professional correspondence, minutes of meetings, presentations, spreadsheets, flyers, and reports.
- Recognizes and maintains circumstances of a confidential nature.
- Performs other related duties as required.
Education & Experience
- High School diploma or equivalent required; Associates or Bachelor’s degree preferred
- Two to three years’ experience as an administrative assistant preferred
- Experience in higher education a plus
Other Qualifications
- Demonstrated ability to work collegially, balance and prioritize assignments, manage multiple projects, problem solve and offer clerical support to more than one person
- Strong organizational, interpersonal, and customer service skills; ability to manage changing priorities and meet deadlines
- Excellent oral and written skills and ability to communicate comfortably with students, colleagues, and external constituents
- Ability to work in a fast paced, customer service environment with patience, flexibility and attention to detail
- Possess solid general computer skills, including ability to work in a Windows environment. Proficiency with MS Office Suite, Internet, and other programs as needed (e.g., mail merge, data base management) Â Familiarity with specific applications used by the University/Department a plus
- Demonstrated ability to recognize and appropriately handle matters of a confidential natureÂ
- Professional, courteous demeanor and appearance; ability to work professionally with students, faculty, staff and administration and represent the University professionally to the public
- Commitment to the mission of the University of Saint Joseph
- Ability to utilize internal and external resources to provide information requested by the Dean and/or department chairs
- Physical ability to perform essential functions of the position, with or without reasonable accommodation
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