Senior Administrative Assistant

This position is principally assigned to the Department of Social Work (masters and bachelor programs) and supports the School of Management and Leadership (masters and bachelor programs) at Capital University. This collaborative position will provide administrative support for program leadership and faculty and includes duties such as student information management, financial and business operations management, procurement, and vendor coordination, data and record management, financial and academic reporting and requirements, training, and oversight student workers, communication with faculty, staff and administration. Specifically, this position primarily supports Social Work and their bachelor's and master's degree programs (BSW and MSW) by assisting the Department Chair, BSW and MSW Program Directors, and Field Education Director in Social Work Department. This position will also support the Dean of the School of Management and Leadership. This position will assist with accreditation support, documentation and communication for both CSWE (Council of Social Work Education) as well as ACBSP (Accreditation Council for Business Schools and Programs).

Primary roles and responsibilities:

Administrative

• Provides support for the departmental leadership and faculty in assigned areas.
• Manages administration and leadership calendars as needed.
• Manages required field education documentation and system operations to support students and faculty in field setting.
• Records and maintains meeting minutes and agendas for faculty and administrative meetings.
• Processes purchase orders, credit card reports, payment requisitions, expense reports, billing and payroll requests.
• Assists with travel including membership, hotel, and flights for faculty and leadership.
• Assists with faculty and administrative contract requests.

• Maintains departmental information, such as advising lists, class schedules, syllabus archives, meeting minutes, contact lists, contracts, budgets, and websites.
• Serves as point of contact for adjunct faculty.
• Assists with the coordination for Social Work Advisory Committee and School of Management and Leadership Advisory Board.

Data Management

• Assists with the collection and submission of required accreditation data to both CSWE and ACBSP.
• Maintains accreditation information for both CSWE and ACBSP and submits information to appropriate individuals and groups needed for accreditation.
• Manages communication with current and former students, university stakeholders, and broader community stakeholders in Social Work and Business departments.

Customer Service and Liaison

• Serves as a liaison internally and externally between and among administrators, faculty, staff, students, and the public.
• Assists with student and faculty issues as assigned.

Budget and Resource Management

• Assists the Chair or Dean in overseeing the operational expense budget for Social Work and The School of Management and Leadership.
  • Orders office supplies
  • Submits payment requisitions for reimbursement
  • Submits travel reimbursement
  • Monitors budget expenditures including purchase orders and vendor management

Event Planning

• Coordinates and organizes multiple events including Social Work Field Instructor Orientation, Field Appreciation Luncheon, Fall Field Fair, Community Advisory Committee meetings, CSWE Site Visits, Phi Alpha events, and faculty searches, as well as School of Management and Leadership Advisory Board events, faculty and student events, alumni events and Advisory Board events. Event management includes the following activities: space procurement, invitations, marketing, food, technology needs, program and document preparation.

Supervision

• Recruits, hires, and supervises work-study students for the Department of Social Work and the School of Management and Leadership.

Qualifications:

• High school or equivalent diploma; preferred Associate or undergraduate degree
• Several years of experience in administration or management, public facing/front line service provision

• Administrative assistance & calendar management
• Event planning & coordination
• Data collection & reporting
• Budget & resource management
• Customer service & stakeholder relations
• Supervision & team leadership
• Technology integration & support
• Learning and operating software used at the university and for the department including: Student Information Systems (Ellucian Colleague, MyCap, Anthology), Learning Management System (Canvas), ApplicantPro, Slate, Space Management (25 Live), Budget management, Intern Placement Tracking System (IPT)
• Support to manage and maintain Microsoft Sharepoint management for the Social Work Department and School of Management and Leadership.
• Basic skills: Excel, PowerPoint, Microsoft Word, Teams, Zoom, Google Docs and other document share platforms

Preferred Qualifications:

• Experience in higher education as an active/involved student, graduate, or employee
• Basic understanding of higher education accreditation including Social Work (CSWE) and School of
• Management and Leadership (ACBSP) accreditation
• Experience working with students, faculty, and community organizations
• Exceptional interpersonal skills to assist the leadership and faculty in recruiting and retaining students and faculty

Capital University is committed to increasing the diversity of the Capital community and curriculum. This commitment includes Capital's dedication to the development of faculty and staff who are committed to inclusive practices in teaching, learning, working and all other campus and community interactions. Candidates who can contribute to that goal are particularly encouraged to apply.

For more information on Capital University, visit our website at www.capital.edu.

Capital University offers a rich benefits package that includes medical, dental, vision, retirement, family education benefits, short-term and long-term disability, life insurance and free parking.

Capital University is an equal opportunity employer, and supports a diverse and inclusive campus community. Capital University does not discriminate on the basis of race, color, national or ethnic origin, sexual orientation, religion, sex, gender, age, disability, veteran status, or other characteristics protected by the law.