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Job Description:

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. 

Maintain a strict level of confidentiality regarding student, operating and personnel matters.

Assist the deans in school’s budget preparation and budget related-matters including but not limited to: monitoring budget and expenditures as requested by Dean, budget input and preparation, purchase order initiation, fund transfers, reimbursements, and verification of accounts payable. These responsibilities require knowledge or the ability to learn the University’s enterprise software system (currently Datatel).

Manage the School of Business personnel files ensuring: confidentiality, completeness, security, currency, and organization.  

Manage other files within the School of Business including but not limited to student advising files, vendor files, budget files, etc., ensuring: confidentiality, completeness, security, currency and organization 

Serve as receptionist and administrative support person for the Dean's office including: 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.). 

Provide administrative support for the Dean and faculty including preparing all letters, forms, reports, correspondence, travel arrangements, special events preparation, etc.

Must be organized and have the ability to keep complete and accurate records of all tasks assigned and the ability to complete all assigned tasks on a timely basis without the need for reminders or follow up requests. 

Have the willingness and ability to maintain the office as a professional environment (uncluttered, filing up to date) including assisting with the cleaning and organization of file rooms, storage areas and kitchen areas. 

Have the ability to work after 5:00pm on some occasions to provide support at receptions, graduations, and other School activities. 

Maintain Dean’s calendar, make appointments, and communicate accurate and complete messages. 

Process incoming/outgoing mail and distribute daily correspondence. 

Prepare all faculty contract requests. 

Communicate with external accrediting agencies as requested. 

Assist with faculty searches. 

Supervise student workers as needed.

Monitor and order basic office supplies and materials as needed and arrange for equipment maintenance. 

Maintain/track all hourly payroll time sheets for the Dean’s office personnel. 

Collect and file syllabi for all classes, distribute and process spring/fall course evaluations and textbook orders. 

Maintain communication with departments and various organizations.

Other duties as assigned by the Dean. 

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 (2) 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 without 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 handle maintain a professional office and handle multiple tasks.

Knowledge of standard office practices and procedures. 

Ability to type 60 WPM accurately.

Proficiency with an integrated administrative system (Datatel preferred) 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 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.

Ability to handle multiple tasks. 

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.