Click here for how to apply

Job Description:

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

Provide administrative support to the Dean's Office by performing the following tasks:

Supervise and approve time for School’s staff and student workers.

Screen incoming telephones calls, provide information, route calls and take messages.

Process incoming/outgoing mail and distribute daily correspondence.

Schedule and coordinate meetings and events as requested and make appropriate calendar entries.

Monitor budget and expenditures for the Dean's budget, including fund transfers, reimbursements and verification of account payables.

Assist the Dean and all departmental chairs with the budget preparation and enter all budget information.  

Distribute Course Schedules and Catalog scripts for updating as requested by the Provost’s Office

Enter the School’s course schedules.

Track and review course syllabi and coordinate entry of faculty office hours into Datatel.

Manage program, faculty, staff and student files.

Provide Administrative Support for adjunct instructors by: collecting and routing official transcripts and vitas; and processing account request forms/termination forms to IT.

Provide support to faculty and department chairs as necessary.

Maintain and order supplies.  

Monitors and makes arrangements for equipment repair. 

Hire, train, and supervise student workers for the Dean's office.

Prepare faculty contract requests

Maintain Bass and McCann Grant databases.

Generate Reports, Arrangements for Meetings, etc:

Maintain databases for all Natural and Social Sciences Faculty and staff.

Maintain the Dean’s office process manual.

Coordinate the dissemination, collection and proofing of faculty end-of-course evaluations (fall and spring) and generate report.

Perform other duties as assigned by the Dean.

EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED) required.
Previous office experience required.
Some education at college level preferred.
Knowledge of University procedures desired.

KNOWLEDGE, SKILLS AND ABILITIES
Ability to type 50 w.p.m. and strong data entry skills.
Knowledge of standard office practices and procedures, including filing.
Proficient use of multi-line phone system and standard office equipment.
Ability to adhere to University and departmental policies and procedures.
Ability to work effectively with a wide range of constituencies in a diverse community.
Ability to work independently and efficiently to meet deadlines with minimum supervision.
Ability to maintain a professional appearance and office atmosphere.
Ability to provide and demonstrate excellent customer service.
Ability to plan, prioritize tasks and meet deadlines while working on multiple tasks.
Proven interpersonal skills to provide support in a high-profile office with tact and diplomacy.
Proficiency with an integrated administrative system and current software programs.
Fundamental knowledge of data retrieval.
Ability to maintain professionalism while working with diverse groups and in various situations.
Strong organizational skills with the ability to handle multiple tasks.
Ability to be discreet in handling confidential matters, while complying with privacy regulations.
Knowledge of rules, standards, regulations, and laws regarding employment and student records.
Ability to maintain an organized work space and filing system.

LANGUAGE SKILLS Ability to read and comprehend instructions, short correspondence, and memos.  Ability to write correspondence with proficiency in grammar, punctuation; spelling and word usage.  Ability to effectively present information one-on-one to students and other University employees.

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 detailed but uninvolved written or oral instructions.  Ability to deal with problems involving a few concrete variables in standardized situations.

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 occasionally required to stand; walk; sit; use hands to finger, handle or feel; reach with hands and arms; climb or balance; stoop, kneel,  talk and hear.  The employee must occasionally lift and/or move up to 10 pounds. 

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.