Academic School Administrative Assistant-School of Public Service

Apply

Job Type

Full-time

Description

The School of Public Service at Elizabethtown College is currently seeking an Academic School Administrative Assistant.

The primary purpose of this position is to ensure smooth and efficient work flow within the School of Public Service, while performing administrative duties for the Dean and the School of Public Service and serving as a resource for prospective and current students, alumni, friends of the School, faculty, staff members and other individuals.

ESSENTIAL FUNCTIONS

Effective Operation of School

• Provides administrative assistance to the Dean of the School.
• Schedules, attends and maintains agenda, minutes and calendar for School meetings.
• Coordinates office activity, including: answering phones and e-mail, dispersing messages and responding to common questions and requests for information, scheduling appointments, ordering office supplies, picking up and distributing incoming and outgoing mail, managing a business-like reception area, maintaining general office routine, assisting with budgets and invoices, maintaining office machines, and assisting faculty in their daily work.
• Serves as lead coordinator for school communications to faculty, students, and alumni.
• Monitors School budget by maintaining monthly transactions reports. Creates spreadsheets to reconcile with monthly transaction reports. Reports discrepancies to the Dean and Business Office.
• Tracks receipts and reconciles the Purchasing Card, processes and reconciles invoices; allocates purchases to appropriate budgets.
• Supports Admissions and Marketing and Communications plans by maintaining currency of web pages, content on social media platforms, content on bulletin and photo boards, school promotional materials, communications with prospective students, scholarship competitors and coordinates representation at recruitment events.
• Supports special meetings, events, and on-campus visits and interviews by utilizing campus scheduling system (25Live) and events contracts to reserve spaces for presentations, lectures, meetings, awards ceremonies, etc.; supporting travel and meal arrangements; and developing schedules, programs, and promotional materials, as appropriate
• Gathers and organizes data for annual reports and accreditation processes for programs and School (e.g., assessment, faculty and student accomplishments, curriculum changes, CVs, syllabi, etc.).
• Supports faculty and adjunct hiring processes and new faculty onboarding
• Maintains confidentiality of College, School, Personnel, and Student information.
• Other tasks as requested.

Faculty Support

• Manages workflow for programs within the School, including interdisciplinary programs.
• Maintains a timeline of regular program events to anticipate School needs and collaborates with faculty to meet the needs.
• Supports submission of PDF reimbursements, grant reimbursements, external grant reporting, etc.
• Records minutes at meetings.
• Supports maintenance of files and records (electronic and hard copy) and filing system to fit School and program requirements.
• Supports ordering and maintenance of supplies, purchasing, ordering of keys.
• Coordinates the hiring and training of student assistants and the monitoring of student work hours and review of timecards.
• Maintains faculty schedules for students and administration.

Supervisor Responsibilities

This position directly supervises student assistants. This position is required to carry out supervisory responsibilities in accordance with Elizabethtown Colleges policies and applicable laws. Responsibilities include interviewing, hiring, training, directing, and resolving complaints.

Requirements

QUALIFICATIONS

To perform this position successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made.

Education and/or Experience

High school diploma is required; plus two years of office experience; or equivalent combination of education and experience. Previous experience in higher education is preferred.

Other Skills, Abilities, and/or Training

• Ability to preserve confidentiality of information.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Ability to work within strict deadlines.
• Good interpersonal skills and desire to be a team player.
• Exceptional customer service skills.
• Excellent written communication skills (i.e. business letter writing, grammar, etc.).
• Excellent oral communication skills (i.e. ability to deal effectively with others, speak professionally on the phone, etc.).
• Proficient with Microsoft Office Suite (with strong skills in Word, Excel, Outlook, Teams, Sharepoint, Forms).
• Must have the ability to effectively use standard office equipment, including computer, printers, scanner, telephone system, copy machine, fax machine.
• Must be knowledgeable about the overall procedures and operations of the college in order to carry out duties.

PHYSICAL DEMANDS

• Regularly required to remain seated in a normal position for long periods of time
• Occasionally required to stand for long periods of time
• Regularly required to walk about
• Regularly required to climb stairs and/or ladders
• Regularly required to maintain balance while walking, standing, crouching, or running
• Occasionally required to stoop, kneel, crouch, and/or crawl
• Occasionally required to reach up and out with hands and arms
• Regularly required to talk and hear; verbally express information or instructions
• Regularly required to use hands to grasp objects, type, pick up objects, move objects, or hold objects
• Occasionally required to lift up to 25 pounds and carry a distance of 10 feet
• Occasionally required to push and/or pull up to 25 pounds a distance of 10 feet

VISION REQUIREMENTS

To successfully perform this position, individuals must possess the following:

• Close vision (clear vision at 20 inches or less)
• Depth perception and the ability to judge distances and spatial relationships
• Adjustable focus
• Ability to distinguish colors

WORK ENVIRONMENT

The work environment characteristics described here are representative of those encountered while performing the essential functions of this job.

The individual is regularly exposed to indoor conditions and moderate noise level; the individual is occasionally exposed to outdoor weather and temperature extremes.