Administrative Assistant for the School of Natural and Behavioral Sciences

Description

Job Summary

Under the direct supervision of the Dean of the School of Natural and Behavioral Sciences with feedback from the chairs of the Department of Biological Sciences, the Department of Chemistry and Physical Sciences, and the Department of Mathematics, the Administrative Assistant will perform, coordinate, and oversee the management of the departments in support of the department chairs and the SNBS.

This position is distinguished from other positions in that the nature, scope and diversity of responsibilities of this position and the requirement of providing sensitive support to the departments. Responsibilities require the exercise of independent judgment, confidentiality, discretion, initiative, and technical knowledge of specific areas of assignment.

Duties and Responsibilities

Duties and responsibilities listed are essential job functions and exclude functions which are incidental to the performance of fundamental job duties. This description does not state or imply that these are the only duties to be performed by the employee occupying this position.

1. Assist the university with the implementation of the Statement of Purpose, the Institutional Plan and the Financial Plan.
2. Exhibit an optimistic attitude and service-oriented interpersonal style.
3. Perform duties as specifically indicated by the department chairs and dean. 
4. Manage receptionist duties which include taking and transferring calls as well as providing information when requested for prospective students.
5. Serve as an information resource for students and refer students to appropriate personnel /departments as needed
6. Develop and maintain a positive rapport with all persons (current and prospective students, campus personnel, alumni, and guests) who interact with the departmental offices.
7. Maintain accurate and current records.
8. Create, duplicate, and disseminate materials as needed.
9. Assist the departments in scheduling meetings and recording minutes as needed.
10. Collaborate with the SNBS Dean’s office and other offices in the university to provide adequate flow of information and written material such as rosters, registration forms, absentee follow-up reports, etc.
11. Develop a knowledge of the student information software and university information page (currently CAMS and Sadernet)
12. Maintain department class schedules and coordinate room utilization needs with the Administrative Assistant to the dean of SNBS.
13. Manage course entry and registration in the student information system (currently CAMS).
14. Maintain student schedules and other information in the student information system (currently CAMS).
15. Maintain students’ files and support student advisement.
16. Prepare tests, syllabi, and exams when assigned by the department chairs.
17. Assist with the supervision of work study students and/or graduate assistants assigned to the departments.
18. Participate in the annual evaluation of the effectiveness of the departments and support the development of effectiveness reports.
19. Maintain inventory of office supplies and monitor office equipment for needed repairs.
20. Assist Student Enrollment Specialist with maintaining marketing materials and supplies as requested.
21. Collaborate with the Student Enrollment Specialist and Admissions personnel in scheduling appointments of prospective students with chairs and advisors.
22.  Attend university events when staff participation is expected.
23. Conduct professional and private life in such a way that is harmonious with representing the ideals and standards of a Christian university.
24. Other duties as assigned.

Qualifications

Required Qualifications

• High School diploma and five plus years secretarial/administrative experience.
• Prior secretarial and administrative experience and familiarity with Microsoft Office Professional software especially WORD, EXCEL, POWERPOINT, OUTLOOK.

      Skills and Abilities

• Must have excellent verbal, written and communication skills.
• Must have experience in proof reading and editing.
• Must be punctual and able to work required hours.
• Must possess mobility to work in a standard office setting and to use standard office equipment including a computer, vision to read printed materials and a computer screen, and hearing and speech to communicate in person and over the telephone.
• Must have excellent interpersonal and organizational skills.
• Must have the ability to work independently, complete multiple assignments, meet deadlines, exercise good judgment, demonstrate tactfulness and discretion and maintain confidentiality.
• Must have the ability to solve problems effectively.
• Must be able to function in a standard office setting.
• Must be able to walk short distances on campus daily.

Preferred Qualifications

• Work experience in higher education
• Bachelor’s degree in business or related field from a regionally accredited institution 

Physical Demands

• Must possess mobility to work in a standard office setting, and to use standard office equipment including a computer.
• Must have vision to read printed materials and a computer screen; hearing and speech to effectively communicate in person and over the telephone.
• Must have the ability to sit or stand for extended periods of time (up to 4 hours consistently).
• Must have strength and agility to move files, paper boxes, and minor office equipment.
• Must have ability and stamina to accompany students and paperwork to and from Student Services.