What are the responsibilities and job description for the Part Time Administrative Assistant, Social Work position at Messiah University?
Position Type
Staff
Employee Group
Staff
Time Status
Part-Time
Time Category
Part Time (1000-1559 hours)
Annual Hours
1192
# of Months
12 months
Hours Per Week
25 hours/week academic year (12 SOWK; 13 MSW) and 16 hours/week summer (3 SOWK; 13 MSW)
Work Dates
July 1 – June 30
Campus
Main Campus (Grantham)
Position Description
Position Summary
This position provides administrative and project support to the undergraduate Department of Social Work (SOWK/BSW) and the Master of Social Work graduate program (MSW). Responsibilities include acting as the first point of contact for visitors, faculty candidates and students; data entry; project and event coordination; maintenance of program website and social media sites, and a high volume of general support responsibilities including field placement and accreditation-related tasks; and assist in school-wide functions as necessary when determined by the dean.
Education Required
Associate’s Degree required
Education Preferred
Bachelor’s Degree preferred
Experience Required
2-3 years of administrative support experience
Experience Preferred
Higher education experience strongly preferred
Skills, Characteristics Required for Position
- Professional-level communication skills, including strong writing, editing, speaking and comprehension skills.
- Strong organizational skills including time management skills and the ability to prioritize multiple responsibilities.
- Ability to communicate successfully across departments and with various internal and external constituencies.
- Excellent interpersonal and communication skills including the use of distance technology.
- Rigorous attention to detail.
- Ability to maintain strict confidentiality.
- Expert computer skills including the ability to work independently in Banner, Excel, Canvas, CALM, Discoverer, Word, and Outlook, as well as understand basic web design
- Ability to maintain and generate various reports (budgets, accreditation report, program meeting minutes, applicant information, data, and paperwork, etc).
- Understanding of compliance and regulations related to higher education
- Ability to work independently on complex projects with little to no oversight
- Ability to supervise work study students
Special Working Conditions
N/A
Driving Requirements
N/A
Essential Employee
N/A
Primary Duties
1. Provide support to the Director of the MSW and the Department Chair of the SOWK/BSW.
2. Manage daily administrative operations for the undergraduate and graduate departments of social work: mail distribution, ordering supplies, messages, telephone, faculty schedules, syllabi, photocopying, coordination with technology services, preparation of department meeting minutes, oversight of audio-visual equipment, processing of reimbursement requests and purchase orders, etc
3. Execute administrative tasks delegated by supervisors. This can include processing IDEA faculty evaluations, overseeing department award procedures, conference registrations, travel arrangements, maintaining department websites, and planning on- and off-campus events.
4. Support the MSW Field Director as assigned by assisting with communication and contracts with stakeholders, collection and maintenance of student records, clearances, and forms, and coordination of related mailing and filing of data and forms.
5. Manage program budgets, provide monthly budget reports, process reimbursements, and allocate Visa transactions for directors. Serve as primary contact with vendors.
6. Manage MSW admission processes, including generating correspondence, tracking student responses, scheduling interviews as needed and following up on course registrations.
7. Coordinate special events and programs related to program recruiting including, but not limited to, virtual open houses and meetings and on-campus open houses for students.
8. Maintain and update department manuals and documents, including Student Handbook, letters of acceptance/denial, and orientation materials.
9. Assist with the preparation and dissemination of promotional materials. Work with marketing on promotional materials and website development.
10. Create and maintain social media accounts for the social work departments.
11. Support adjunct faculty members in regard to hiring processes and course logistics.
12. Assist with reports and details needed for CSWE accreditation, including scheduling of site visits.
13. Work with faculty and chair/directors to collect and track student assessment data and other annual reports.
14. Manage day-to-day logistics associated with faculty searches (as needed) including scheduling, travel, reimbursement, catering, etc.
15. Manage work study student tasks and time sheet.
16. Manage archived student files in accordance with regulatory agency and University requirements
17. Maintain consistent and reliable attendance
17. Maintain consistent and reliable attendance
Secondary Duties
1. Maintain office and academic supplies as needed.
2. Other duties as assigned
2. Other duties as assigned
Supervises: # of Administrative
0
Supervises: # of Staff
0
Supervises: # of Student
1
Posting Date
04/03/2025
Open Until Filled
No
Application Deadline
Diversity
Messiah University’s commitment to diversity and inclusive excellence draws inspiration from its mission “to educate men and women toward maturity of intellect, character and Christian faith in preparation for lives of service, leadership and reconciliation in church and society.” The university has pursued this vision through a strategic planning process that encourages diversity through employee and student composition, campus climate, and an educational program that seeks to equip and enable educators and students to embrace diversity. Candidates should clearly articulate why diversity and inclusive excellence matter to them as persons of faith as well as in their profession. Candidates will speak to how as a potential employee, they will contribute to the advancement of this vision through their teaching-learning, research, institutional service, and public engagement.
