Job Summary:

The Administrative Assistant for The School of Business, Arts and Sciences provides administrative and clerical support to the Department Chairs and faculty of Criminal Justice, Liberal Arts, Biology, Chemistry, and Math/Physics. This position also works closely with the Registrar and has regular interaction with students for various needs. The role may often support other offices within the Division of Academic Affairs and Student Life. The Administrative Coordinator will frequently serve as the initial point of contact with constituents such as external employers, students, faculty and staff.

Essential Duties and Responsibilities:

• Answers and transfers phone calls, monitors voicemail systems and distributes mail.
• Creates, revises and formats office communication such as letters, newsletters and electronic communications.
• Coordinates and maintains effective physical and electronic record keeping systems that are in harmony with existing university-wide systems.
• Assists in any procurement process for office, classroom and laboratory supplies, membership dues, honoraria, catering, travel and other department expenses.
• Assists in managing shipment of live or perishable materials.
• Assists in coordination of lab waste management.
• Reconciles P-Card statements for the departments.
• Prepares invoices and check requests and tracks expenses.
• Schedules meetings including room and transportation reservation where applicable.
• Where applicable, assists in the supervision of student workers who help with administrative support functions providing them with an appropriate training monitoring their work in evaluating their job performance as appropriate.
• Serves as liaison to the registrar's office and facilitates faculty access to Ellucian reports and student information. Maintains student and course records within Ellucian system. Accesses and creates current and prospective student demographic reports via the Informer Web Reporting. Under the guidance of the Registrar’s office, overrides registration of transfer and other students in closed course sections.
• Assigns Professors to courses in the Ellucian system and coordinates course substitution paperwork between students, faculty, and the Registrar’s office.
• Assists in the collection and maintenance of records for outcomes assessment.
• Assists Department Chairs with the Proposed Teaching Assignments (PTAs) and collection of course syllabi.
• Provides data and summary reports including degree evaluations, section rosters, transcripts, budgets, student lists, GPA reports, etc. upon request.
• Orders books, supplemental materials and supplies, ensures the faculty have the most up to date information regarding textbook information and publisher representatives.
• Coordinates timely textbook requisition efforts with the campus bookstore staff.
• Assists with administrative support for new faculty searches.
• Assists the departments and dean’s office with creating and maintaining all related Articulation agreements.
• Alerts students and Career Services of scholarship and outside employment/internship opportunities submitted by Alumni.
• Assists dean, department chairs and faculty with special projects, events, and various in-house and outside functions for departments, including those associated with the Music Program.
• Supports the Math Placement Test process for incoming students.
• Work collaboratively with other administrative coordinators and the Provost Office to support University events (i.e. Graduation).
• Other duties and responsibilities as assigned.

Required Knowledge, Skills and Abilities:

• High proficiency in using computer software including the MS Office Suite: Word, Excel, Outlook, PowerPoint, Project and desktop publishing
• Excellent written and oral communication skills
• Excellent organization and time management skills with the capability to perform multiple tasks simultaneously
• Outstanding customer service and follow through skills with a track record of producing a highly accurate work
• Ability to maintain confidentiality when handling documents and information
• High level of motivation and ability to work with a minimum supervision
• Ability to supervise and train others
• Excellent telephone, communication and people skills
• Excellent organizational skills with strong attention to detail
• Ability to be flexible and ability to handle changing tasks as needed
• Ability to communicate in a professional manner with internal and external constituents
• Ability to manage multiple projects concurrently
• Expertise with various computer software systems and programs sufficient to produce documents that are accurate and attractive
• Expertise in spelling, grammar, and pronunciation sufficient to draft, edit and proofread
• Thorough understanding of general office procedures and expectations in order to ensure a smooth operation of the departments

Education and Experience:

• High school diploma
• 3 to 5 years’ experience in a fast place academic office atmosphere is required
• Office management experience is preferred

Physical Requirements and Working Conditions:

• Prolonged periods of sitting at a desk and working on a computer.
• Occasionally lifting 25 lbs. or less
• Typically standing or walking

Delaware Valley University is an equal opportunity employer and is committed to a diverse workforce.