Job Description

Who We Are
The College of Arts, Sciences, and Letters is seeking an energetic, positive and innovative Administrative Assistant Associate in the Office of the Dean. In addition to the required competencies, successful candidates will have a creative approach to problem solving, work collaboratively with colleagues throughout the university, possess an outcome-oriented focus on their work, and thrive in a dynamic environment.

Responsibilities*
This position provides support for administrative, financial, and human resources functions within the Office of the Dean including:

Administrative Support (60%)

Provides coverage at the front desk
Answer phone calls and respond to student, staff and faculty inquiries
Provide the Associate Deans with administrative support through calendar assistance, meeting scheduling and other related tasks
Provide support for hosting at meetings or special events
Keep inventory of office supplies and order needed supplies in a timely manner
Submit maintenance requests
Prepare draft updates for unit websites using Drupal.
Support Associate Dean in Curriculum Committee
Assist in the resolution of Academic Code of Conduct Violations
Assist with travel coordination, hosting arrangements, itinerary preparation, and travel reimbursements for Associate Deans
Work collaboratively with the Manager of CASL Administration to identify opportunities to leverage efficiencies and improve support for faculty and students

Financial Support (20%)

Conduct purchasing and procurement functions.
Perform P-card reconciliation or receiving functions.
Provide support with annual budget, space survey, capital budget, and sub-certification of financial controls.
Process various payments.

Human Resources Support (20%)

Assist in creating Personnel Action Request (PAR)
Assist in posting open positions for student assistants
Set up interviews schedules for various positions
Required Qualifications*
Effective verbal and written skills.
Demonstrated ability to pay attention to detail and exercise discretion in handling confidential information.
Must be well organized and able to meet deadlines.
Experience working with a supervisor and in a team environment and the ability to work autonomously.
Desired Qualifications*
Associate Degree or higher with at least 2-4 years of related administrative experience.
Strong proficiency with Microsoft Office including Excel, Word and PowerPoint. Strong proficiency with Google Suite including Calendar, Email, Drive, Docs, Sheets, and Forms.
Excellent detail and accuracy in written and verbal communications.
Ability to excel in managing multiple tasks and competing priorities in a dynamic environment.
Work under general supervision.
Unimpeachable level of confidentiality and professional conduct.
Demonstrated ability to work effectively and respectfully with staff, faculty and students from diverse backgrounds.