Administrative Assistant, School of Business


Administrative Assistant, School of Business

Human Resources
Thursday, June 12, 2014
 

Provides administrative support and office management in the School of Business.

Position Type: Full Time Staff
Department: School of Business
Reports To: Academic Services Coordinator (Sarah Stivison)
FLSA Status: Non-Exempt
Location: Main Campus

Click here for how to apply

REQUIRED HOURS
8 a.m.–5 p.m. Monday through Friday; periodic weekend and evening work required. Must be able to arrive on time and open the office by 8 a.m. for faculty and student support.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

  • Serve as receptionist and administrative support person for the Dean's office including: greeting visitors, answering and screening incoming telephone calls, taking messages and providing information; ensuring stable phone coverage between normal business hours (8:00 a.m.-5:00 p.m.). Other responsibilities also include effective management of student workers, maintaining student records, assisting students and supporting the work and duties of the faculty and Dean. 
  • Provide administrative support for the Dean and faculty including preparing all letters, forms, reports, correspondence, travel arrangements, special events preparation, etc.
  • Maintain Dean’s calendar, make appointments, and communicate accurate and complete messages. 
  • Process incoming/outgoing mail and distribute daily correspondence. 
  • Prepare faculty contracts as requested by Dean.
  • Assit with SOBA webpage maintenance/updates and newsletter creation.
  • Assist with Academic Scheduling, inputting schedules into Colleague.
  • Assist dean in school’s budget preparation and budget related-matters such as: monitoring budget and expenditures as requested by Dean, budget input and preparation, purchase order initiation, fund transfers, reimbursements, and verification of accounts payable. 
  • Communicate with external accrediting agencies as requested. 
  • Assist with faculty searches. 
  • Assist with supervision of student workers.
  • Monitor and order basic office supplies and materials as needed and arrange for equipment and building maintenance. 
  • Collect and file syllabi for all classes, distribute and process spring/fall course evaluations and textbook orders. 
  • Manage the School of Business files, ensuring continued organization, maintenance, confidentiality and security. 
  • Maintain positive communication with departments and various organizations.
  • Other duties as assigned by supervisor and/or Deans.

 

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

 

  • High school diploma or general education degree (GED) required with some completed college-level course work preferred
  • Minimum of two years office experience required; experience in higher education or professional setting preferred.
  • Experience with Ellucian’s Colleague preferred.

 

KNOWLEDGE, SKILLS & ABILITIES

  • Ability to follow instructions or directives and promptly complete tasks as requested Schoowithout follow-up.
  • Ability to provide excellent customer service to all constituents: employees, current, former, and prospective students; campus visitors, etc.
  • Strong organizational skills with the ability to maintain a professional office and handle multiple tasks.
  • Ability to type 45 WPM accurately.
  • Knowledge of standard office practices and procedures, including filing.
  • Proficiency with an integrated administrative system and current software programs (MS Office).
  • Proficient use of multi-line phone system and standard office equipment.
  • Ability to adhere to University and Dean's office procedures.
  • Ability to be discrete in handling confidential matters, while complying with privacy regulations, e.g. FERPA.
  • Knowledge of rules, standards, regulations, and laws regarding employment and student records.
  • Ability to work independently in the most efficient manner with minimum supervision.
  • Ability to work effectively and cooperatively with a wide range of constituencies in a diverse community.
  • Ability to maintain a professional appearance and office atmosphere.
  • Ability to maintain composure in difficult situations. 
  • Ability to work well with diverse faculty, staff, and students.

LANGUAGE SKILLS

 

Ability to read and comprehend instructions, short correspondence, manuals and memos. Ability to prepare correspondence with demonstrated proficiency in grammar, punctuation, spelling and word usage. Should possess excellent verbal communication skills and have the ability to express oneself politely and effectively.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, verbal, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to identify when to seek guidance when posed with questions or situations requiring approval from superiors.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The noise level in the work environment is usually moderate.
  • Available for weekend and evening hours, as necessary to meet position demands.

To apply, send a current resume and cover letter to the Office of Human Resources, Texas Wesleyan University, 1201 Wesleyan, Fort Worth, Texas 76105, or HR@txwes.edu.

Contact Information


Office of Human Resources
Oneal-Sells Building, room 110

Phone: 817-531-4403
Fax: 817-531-4402
Email: HR@txwes.edu
Hours: Mon-Fri, 8am - 5pm

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