What are the responsibilities and job description for the Administrative Assistant position at Drury University?
Job Summary:
Supports the Dean of the Breech School of Business and faculty with general office procedures and duties, requiring organization skills, communication skills, correspondence, and filing.
Duties/Responsibilities:
This job description is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Employees may be required to perform other job-related instructions as requested by the supervisor, subject to reasonable accommodation.
- Coordinate logistics for meetings and events (reserves space, arranges for food and/or refreshments, makes special accommodations, etc.) Breech School Hall of Fame, departmental meetings, Breech Student Chamber of Commerce and other alumni and external events as indicated by the dean. Attend meetings as required (departmental, advisory boards, committees, etc.), preparing, distributing, and filing minutes as needed. Facilitate awards and recognition functions – e.g., orders plaques, arranges/plans receptions or events, prepares congratulatory notes from the dean, etc. Prepare event materials (programs, flyers, etc.).
- Responsible for all administrative support to the Dean, Associate Dean and Academic coordinators, faculty, and students. Assist the Breech Day school faculty with projects, research, presentations, etc. Accurately type correspondence, reports, exams, prepares mailings, orders textbooks and other resources for faculty; work with book buyback vendors in disposing of excess texts; and proctor exams when needed Supports dean in travel arrangements for accreditation conferences. Maintains dean’s calendar and master “Breech School of Business” calendar; make appointments for new student visits, contacts with alumni, community organizations and business professionals. Coordinates visits for accreditation purposes, speakers, and new faculty hires. Collect all syllabi for all business courses taught throughout the University system. Maintain and update syllabi templates as needed. Monitor Breech School undergraduate day and Go students’ admission status enrollment utilizing J1 software. Communicate with students their status and remaining requirements. Aid in the processing of any University registration forms (independent study requests, online course requests, overload requests, etc.). Run reports as needed to aid students’ compliance to Breech curriculum (e.g. prerequisite checks). Assist the Support Service Specialist with other AACSB-related duties as assigned.
- Addresses problems and questions personally and by telephone from the public, business professionals, former, current, and prospective students, parents, faculty and staff for the Breech School, responding to inquiries in a pleasing and professional manner. Assist the dean in budget oversight. Tracks and maintains departmental budget lines. Prepare deposits to the appropriate accounts. Processes sponsor payments from Breech Business Week, Breech Golf tournament, Study Abroad scholarship fund and other events. Responsible for the monthly reconciliation of Breech credit cards, keeping receipts for purchases made. Prepare check requests, purchase requisitions, etc. Manually maintain non-complex office filing system. Coordinate scheduling of the Breech Lounge and the conference room in Breech 206 and computer lab.
- Supervise student assistant(s) and graduate assistants, including scheduling their time, monitoring their work, and evaluating their performance. Maintain inventory of supplies (office and classroom) and order/purchase supplies as needed.
- Monitor building maintenance (e.g., lights and ceiling tiles to replace, temperature in the building, etc.); prepare work orders as required. Make signage changes by ordering new signs or replacements as needed for the building; order name tags for faculty or staff; maintain mailboxes for all faculty and staff.
- Make copies, utilizing all functions of a copy machine, perform routine copy machine maintenance, such as changing toner, clearing paper jams, and filling the machine with paper.
- Perform any other duties as assigned
Required Skills/Abilities:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. All job requirements listed indicate the minimum knowledge, skills and/or ability deemed necessary to perform the job proficiently. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- High school diploma or equivalent and three years proven administrative experience, or an equivalent combination of education and experience is required. Post-secondary education or associate degree preferred.
- Excellent computer skills and proficient in the use of all components of Microsoft Office; good design capability, and prior web experience helpful; interest in continual acquisition of skills. Ability to use a copy machine.
- Excellent written communication and proofreading skills and attention to detail.
- Ability to maintain confidentiality of all materials handled and seen in process of performing job responsibilities.
- Ability to have neat professional appearance for greeting students, faculty and campus visitors.
- Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
- Ability to work independently in order to organize and prioritize workload.
- Analytical skills are necessary for maintaining records and preparing reports.
- Understanding of program deadlines and the academic process related to the programs of the department.
- Ability to prepare reports, business correspondence, and procedure manuals.
- Ability to interpret a variety of instructions furnished in written, verbal, diagram, or schedule format.
- Ability to be creative and flexible.
- Ability to establish good rapport with students.
- Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
- Ability to interpret a variety of instructions furnished in written, verbal, diagram, or schedule form.
- Ability to anticipate ways to assist faculty in their daily work.
Education and Experience:
- High school diploma or equivalent and three years proven administrative experience, or an equivalent combination of education and experience is required. Post-secondary education or associate degree preferred.
Supervisory Responsibilities:
- Directly supervises GA’s and student assistant(s). Carries out supervisory responsibilities in accordance with the university's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
Physical Requirements:
- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision. The noise level in the work environment is usually quiet.
WORKING AT DU HAS ITS BENEFITS:
- Generous time off including 4 weeks of paid time off starting your first year
- Free tuition for your whole family
- Free tickets to Drury home sporting events
- Health and wellness benefits at extremely competitive rates
- Free use of onsite fitness center on Springfield campus
- Discounted meals and Drury merchandise on campus
