What are the responsibilities and job description for the Academic Administrative Assistant position at Wittenberg University?
Category:
Support Staff Positions
Department:
International Education
Locations:
Springfield, OH
Posted:
Dec 13, 2024
Closes:
Open Until Filled
Type:
Full-time Non-Exempt
Ref. No.:
1-82020-50102
Position ID:
183914
About Wittenberg University:
Please visit the About Wittenberg page to learn more about the University.
Job Description:
The Academic Administrative Assistant is responsible for providing clerical, administrative, budget and project support for the departments of International Education, English, Sociology, and World Languages & Cultures, and the Women's Studies program. This person maintains a current knowledge of appropriate university and academic policies, processes and procedures in an effort to assure the efficiency and integrity of the academic department(s). This is a full-time, 12-month, non-exempt position, working approximately 40 hours per week. This position reports to the Director of International Education.
Essential functions include but are not limited to:
- Establish and maintain organized files and records, gather and enter data in files and databases.
- Serve as the primary point of operational and administrative contact for both internal and external constituencies.
- Organize, schedule and facilitate meetings, conferences and special events as requested (i.e. reserve spaces, prepare and distribute materials, arrange catering).
- Assist with course scheduling each semester as directed by department chair(s).
- Assist in managing department budgets with multiple budget lines as directed by department chair(s)/Director of the Office of International Education (i.e. order supplies, verify and submit invoices and check requests and reconcile budget expenditures including on purchasing cards).
- Assist chair(s)/program director(s) in recruitment of prospective students (i.e. coordinate department communications, produce and distribute marketing materials, maintain applicable webpages and social media accounts, coordinate student visits and recruitment events with the Office of Admission).
- Hire and supervise department student worker(s).
- Maintain applicable alumni records, internship/graduate school/career information and disseminate as requested.
- Assist with coordination of faculty recruitment, promotion and tenure-related activities as directed.
- Create, compose and edit administrative correspondence and documentation, prepare a variety of technical, statistical, financial and narrative reports, letters and other written material related to the academic department(s).
- Serve as a building ambassador and maintain relationships with leaders in physical plant - help provide communication links / liaison between the physical plant and building occupants.
- Where necessary, monitor student progress toward degree completion.
Specific to the Office of International Education:
- Coordinate and process student visas/immigration paperwork.
- Serve as Designated School Official for immigration, tracking, and posting immigration reports.
- Serve as a representative at Admission events when the Director of International Education is unavailable.
- Help maintain the study abroad application system (Terra Dotta).
Perform other relevant duties as assigned such as special projects, programs, developmental activities, etc. Department(s) subject to change in order to ensure operational coverage.
Requirements:
Requirements include:
- An associate's degree or higher is required; a bachelor's degree is preferred.
- 1-3 years of relevant experience.
- Working knowledge and experience using Microsoft Office software, specifically proficient in the use of Outlook, Word, Excel and PowerPoint with the ability and desire to learn additional software applications as necessary.
- Experience with Ellucian Colleague/Datatel is preferred.
- Demonstration of excellent organizational skills with the ability to prioritize and manage multiple tasks simultaneously with frequent interruption.
- Demonstration of the ability to work both independently with minimal supervision, as well as collaboratively.
- Standard office hours are 8:00 a.m. to 5:00 p.m. or as determined by the department chair(s) and Director of International Education as appropriate for the nature of the position.
- Work primarily occurs in an office setting but may also require participation at meetings and events across campus.
- Occasional evening and weekend hours may be required.
- As a Designated School Official (DSO), federal law requires that the individual be a U.S. citizen or permanent resident.
Additional Information:
Wittenberg is committed to attracting and retaining highly qualified individuals who collectively reflect the diversity of our student body and society at-large. Please see our notice of nondiscrimination housed on our website.
Wittenberg University is committed to preventing and addressing sexual misconduct in our campus community.
The successful candidate will demonstrate support for diversity, equity and inclusiveness as well as participate in maintaining a respectful, positive work environment.
Employment at Wittenberg University is contingent upon satisfactory completion of applicable background checks including but not limited to: criminal records, educational verifications, driving records (when job-related), and/or credit history (when job related).
Application Instructions:
Review of applications will begin immediately and the position will remain open until filled.
To apply, please set-up an account in our online recruiting system and upload the following documents in MS Word or Adobe Acrobat format.
- Resume
- Cover letter Name, address, and phone number of three professional references.
Applicants who require accommodation during any stage of the hiring process should contact the Office of Human Resources at (937) 327-7517 or email hure-mail@wittenberg.edu.