Administrative Assistant

Job Description
Job Title
Administrative Assistant

Department
School of Arts and Humanities

Reports to
Dean, School of Arts and Humanities

Written
October 2024

Status
Non-Exempt, full-time

Job Objectives
To provide comprehensive administrative and fiscal-management support for the
Dean of the School of Arts and Humanities (SAH), operational support for
Humanities faculty and programs, and SAH-related support for the Music
Department.

Job Responsibilities
Administrative Support

• Serve as primary contact for the Dean’s Office and Humanities programs.
• Assist the Dean with correspondence, records, reports, special requests.
• Compile SAH data as needed for campus offices (e.g., Academic Affairs,

Enrollment, Marketing, Registration).

• Process requests via University systems: Docuware, Collovate, etc.
• Attend SAH and/or Humanities meetings and take minutes, as requested.

Fiscal/Budgetary Management

• Assist the Dean in developing the annual Office budget, projecting financial

needs, monitoring expenditures, and making periodic adjustments.

• Connect with Financial Services regarding budget allocations, actual

expenses, and adjustments.

• Process full-time and part-time faculty loading sheets, additional faculty

payments, and adjunct contracts.

• Process check and reimbursement requests, monthly credit card

statements, and other funding needs.

• Monitor individual Faculty Growth Contracts.

Operational Oversight

• Serve as a resource for students/faculty; coordinate faculty work orders.
• Manage office supplies, student forms, and program check sheets.
• Keep track of and alert faculty to University calendar and schedules
• Maintain updated lists of full-time, part-time, and adjunct faculty.
• Ensure all current course syllabi are on file.

Personnel Support

• Maintain SAH personnel files (CVs, faculty development documents, etc.)
• Assist the Dean & SAH area Directors in updating relevant catalog pages.
• Monitor Humanities webpages for accuracy and assist faculty in updating.
• Assist with hiring and training student workers; supervise and coordinate

payroll and workloads for student workers.

• Serve as the contact person for onboarding adjunct faculty, ensuring they

receive all logistical and teaching-related information.

Marketing

• Function as liaison with Admissions, Marketing and diverse stakeholders.
• Create social-media campaigns for the School and its programs.
• Assist the Dean and program faculty with contacting prospective students

and event planning.

The approved rate of pay for this position is $16.50/hr - 16.75/hr
Qualifications
Bachelor’s Degree, preferably related to the School of Arts and Humanities.
Experience: Three years administrative office experience including customer service and budgeting, preferably in an academic environment.
Skills:
o Excellent communication (oral and written, including editing).
o Organizational expertise attentive to details, timing, and personnel.
o Creative problem solving amid multiple tasks and time-sensitive
requests.
o Proficiency in MS Office (Word, Excel), Google Suite, and the like.

Consequence of Error:
This position involves extensive contact with internal and external stakeholders.
Errors in communication, documentation, or fiscal management may negatively
affect the reputation of the School and University, and harm recruitment and
retention efforts.

Level of Supervision:
The Administrative Assistant works with the Dean in serving the needs of the
School and its faculty and students. They assist with decision making, task
management, and formal documentation.

Directing Work of Others:
The Administrative Assistant supervises student workers and coordinates their
activities.

Confidential Data:
Confidentiality is critical in the management of faculty personnel files, financial
data, and other sensitive faculty or student information.

Mental/Visual Demand and Physical Effort:

• Requires precision, accuracy, and ability to meet deadlines.
• Includes heavy computer use, proficiency with multiple document systems,

and frequent interruptions in serving the breadth of academic disciplines,
faculty and students, and University needs.

• Involves lifting and arranging supplies, books, and the like.