Administrative Assistant to SOAPS & Graduate Admissions

Union University

Jackson, TN

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JOB DETAILS

SKILLS

Administrative Skills, Analysis Skills, Audiovisual, Calendar Management, Communication Skills, Content Development, Course Coordination, Customer Relationship Management (CRM) Systems, Direct Mail, Documentation, Faculty Administration, Financial Aid, High School Diploma, Human Resources, Interpersonal Skills, Leadership, Mail Processing, Marketing, Meet Sales Quota, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Microsoft Word, Multitasking, Organizational Skills, Photocopy, Plan Meetings, Prepare Correspondence, Problem Solving Skills, Process Management, Property Maintenance, Registrar, Social Media, Spreadsheets, Student Admissions, Telemarketing, Time Management, Training/Teaching, Travel Planning, Word Processing, WorldView

LOCATION

Jackson, TN

POSTED

1 day ago

Position Details

Position Information

Position Title
Administrative Assistant to SOAPS & Graduate Admissions

Position Number
S217PD

Branch
School of Adult Studies and Graduate Admissions(BR)

Division
School of Adult Studies and Graduate Admissions (DIV)

Department
School of Adult & Professional Studies

Location
Jackson

FLSA
Non-Exempt

Job Summary

This position is responsible for administrative support to the Dean for the School of Adult & Professional Studies and Graduate Admissions.

About Union University

Founded in 1823, Union University is a private, coeducational liberal arts-based university offering bachelor's, master's, and doctoral degrees, with a total enrollment of about 2,600. The main campus is located in Jackson, Tenn., with additional campuses in Germantown and Hendersonville. A national leader among colleges and universities in promoting a Christian worldview and a Christ-centered approach to education, Union is consistently ranked among the nation's premier Christian universities.

Essential Job Duties

Administer and oversee regular, routine matters for Office of the Dean, School of Adult and Professional Studies and Graduate Admissions; perform other duties as assigned by the Dean.

Office of the Dean

Perform administrative tasks including word processing, copying, faxing and telephone duties. Prepare correspondence, reports and other communication items. As needed, create and maintain spreadsheets, charts, tables, PowerPoint presentations, etc. Maintain supplies for the department. Pick up and distribute mail.
Maintain the appointment calendar and coordinate scheduling and travel arrangements for the Dean. Coordinate arrangements for meeting locations, refreshments, agendas and reminders.
Monitor building maintenance and place needed work orders.
Make all necessary preparations for the quarterly School of Adult and Professional Studies and Graduate Admission team meetings, including scheduling the room, collecting items from team members for the agenda, and recording minutes.
Compile information submitted into the Annual Report of the School of Adult and Professional Studies and Graduate Admission to the Provost and/or President.
Assist with content development and posting on school's social media accounts.
Assist with graduation ceremonies as requested.

School of Adult and Professional Studies

Serve as receptionist for the School of Adult and Professional Studies, greeting visitors, providing information, and directing them to other personnel as needed. Serve as a solution-oriented resource for the school to faculty, staff, students, and the community.
Generate payroll and faculty load reports and calculate salary for adjunct faculty each semester/term; work with the Assignment Contracts to ensure accurate payments and records of instructional compensation.
Maintain electronic or hard copy records of appropriate files for the School of Adult and Professional Studies and Graduate Admission: personnel files on full-time and part-time faculty; course syllabi for all of the School's courses, including all Associate of Science in Professional Studies (ASPS), Bachelor of Science in Organizational Leadership (BSOL) and Bachelor of Science in Christian Leadership (BSCL) courses; financial records for budgets, etc.
Provide support in the adjunct hiring process by coordinating interviews, compiling applications, payroll documents and contract renewals. Request and maintain official transcripts for adjunct faculty.
Manage and submit course schedules and changes to the Registrar's Office and distribute current schedules to appropriate faculty and staff.
Assist students in registering for classes, making course changes, making payments or resolving issues with their student account.
Manage student evaluation process for School of Adult Studies classes.
Assist in confirming instructors for SOAPS classes.
Complete contracts for instructors and serve as liaison between Provost's Office and Human Resource Office in obtaining employment documentation. Conduct office visits with prospective students when the Director is unavailable.
Monitor student accounts, including advising the Business Office about student account adjustments.
Assist with SOAPS New Student Orientation.
Support the faculty in an administrative capacity, assisting with audio/visual aids, photocopying, and assists in securing of necessary books, articles, and information as needed.

Graduate and Adult Admissions

Assist in facilitating the communication flow to prospective students, including direct mail, electronic communication, and telemarketing programs designed to meet university enrollment goals.
Create mailings, emails, or personally deliver marketing materials to prospective students.
Develop working knowledge of CRM database (i.e. Slate); be able to build, maintain, and update queries, COMM flows, mailings, and reports.
Enter prospective students in CRM database (i.e. Slate). Update and maintain student information in database as necessary, including entering transcript information.
Assist students by providing Financial Aid forms and information regarding their completion.

Other Job Duties

Required Qualifications

Graduation from high school and three years of clerical, administrative experience or an equivalent combination of training and experience. The successful candidate for this position is required to be highly organized and efficient with excellent interpersonal and analytical skills; skilled in the use of Word, Excel, PowerPoint, and other Microsoft Office technology; able to handle multiple projects in a dynamic college environment; and have the ability to perform tasks and complete projects with minimum supervision.

Preferred Qualifications

Preference will be given to applicants who hold an undergraduate degree.

Christian Requirement

Successful candidates must be professing Christians who are active members of a local church, enthusiastically support Union University's Identity, Mission, Core Values, and Statement of Faith, and articulate a Christian worldview in their work and life.

Posting Detail Information

Posting Number
S244P

Special Instructions to Applicants

Administrative Assistant to SOAPS & Graduate Admissions

Union University

Jackson, TN

About the Company

Union University

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