Part Time Administrative Assistant - Undergraduate Department of Education, Asst to the Assistant Dean/Arts, Culture, & Society

Position Summary

This position provides administrative and project assistance to the Assistant Dean for the School of Arts, Culture, and Society and the Department of Education.

Responsibilities include fielding phone calls, managing calendars, coordinating projects and events, maintaining websites, and providing a high volume of general administrative support.

Education Required High school diploma or equivalent required; Associates Degree or above preferred.

Bachelor’s Degree Education Preferred Experience Required Minimum of 1-2 years of administrative support experience Experience Preferred At least one year of experience with teacher education preferred.

Skills, Characteristics Required for Position

• Strong communication skills including strong verbal and written, editorial, and comprehension skills
• Ability to communicate successfully across departments and with various constituencies, including external contacts
• Excellent organizational skills, including time management, and the ability to prioritize multiple responsibilities
• Strong computer proficiency including the ability to work independently in Banner, Excel, Word, Powerpoint, and Outlook, as well as understand basic web design and learning management systems
• Ability to work independently on complex projects managing significant portions with little or no oversight
• Ability to effectively supervise student employees
• Ability to anticipate and proactively prepare Special Working Conditions n / a Driving Requirements n / a Essential Employee N / A Primary Duties 1.

Manage administrative operations, including maintaining a professional and efficient environment. This includes generating correspondence, distributing mail, maintaining equipment, and providing necessary supplies.

2. Maintain an understanding of departmental programs and personnel in order to accurately address general questions and refer inquiries as appropriate.

This includes verbal response via telephone as well as generating e-mail and postal correspondence.

3. Coordinate special events and programs, including Open House presentations, seminars, faculty retreats, lectures, symposia, workshops;

this includes advertisement in internal and external venues, space reservations, meals, guest travel / lodging, and honorarium processing.

4. Coordinate meeting arrangements, including scheduling, generating agendas and minutes, and managing follow up on action items.

5. Maintain calendars, including scheduling and prioritization of appointments.

6. Coordinate instructional support, including handling faculty services requests and processing IDEA evaluations.

7. Maintain a well-organized and accessible filing system, including electronic and paper files (e.g. course syllabi, assessment documents, faculty searches, faculty loads) and archive and program support.

8. Coordinate budget activities, including reconciling accounts, managing records, processing purchasing cards; processing reimbursements and expenditure approval, assisting budget managers in preparing and presenting budget information, developing resource allocation strategies

9. Edit and refine websites for all programs supported and implement revisions in communication with necessary college departments and individuals.

This includes monthly review and refinement of web content / presentation for accuracy and timeliness of information.

10. Oversee student employees and assign tasks in an efficient and effective manner, including coordinating schedules to ensure comprehensive administrative support during the business day.

11. Coordinate travel arrangements, including coordinating itineraries as well as anticipating and organizing necessary materials.

12. Maintain and update appropriate departmental records, including curriculum sheets, advising reports, and department forms.

13. Maintain consistent and reliable attendance.

Edit and refine web pages as assigned.