DEANS OFFICE-ARTS AND SCIENCES - Admin Asst CAS Dean

Job Classification

  Hourly Full-time (35-40)

Position summary

The administrative assistant will oversee all general operations for the College of Arts & Sciences (CAS) dean's office. Working under the direct supervision of the Assistant to the Dean, as well as the CAS Dean, this position provides a wide variety of tasks and administrative support to the dean's office and other departments within CAS. This is a busy office with some interruptions and distractions. The ideal candidate will be able to thrive in this type of environment, maintaining a calm composure while also being strategic and proactive in personal time-management and office process improvements.

Qualifications summary

Should have a 4-year degree or equivalent job experience in an office environment.

Must have excellent communication skills; ability to speak a language other than English can be helpful in our office.


Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

• Serves as the initial point of contact both in person and online. Greets and assists staff, faculty, and visitors.


• Screens incoming calls and correspondence and responds independently when possible.


• Maintains office supplies and Nethery copy room inventory. Provides assistance in troubleshooting copier issues and submission of service requests. Weekly upkeep of Nethery bulletin boards and digital display.


• Calendar coordination and scheduling for CAS Dean (i.e. appointments, meetings, travel schedule and reservations).


• Maintains CAS informational directory, calendars, and email listservs. Communicates CAS faculty events and meetings.


• Manages the CAS Dean's Office webpages and provides website support to other CAS departments as requested. Acts as liaison to University Communication for troubleshooting and improvements.


• Maintains electronic and hardcopy filing systems. Serves as custodian of office documents and records.


• Assists in scheduling monthly CAS committee meetings and compiling agenda materials. Coordinates facility reservations, catering requests, and additional logistical support for multiple CAS annual events throughout the year.


• Creates and submits Emburse reports for the Dean and the Assistant to the Dean.


• Supports Assistant to the Dean as needed.

• Manages room reservations in Nethery and Buller for non-course-related events for internal and external inquiries.


• Acts as liaison to Plant Services and Custodial for resolution of building issues and work orders.


• Acts as liaison to Campus Safety for submission of Nethery and Buller building schedules each semester. First point of contact for resolution of building access and safety issues that arise.


• Assists faculty with AV equipment in Nethery and Buller, as needed. Acts as liaison to ITS for troubleshooting and improvements.

Supervisory responsibilities

None

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


• Multiple years of experience in an office environment.


• Should have a 4-year degree or equivalent job experience; or relevant combination of education and experience.


• Must maintain attention to detail.


• Must have excellent communication skills; ability to speak a language other than English is always helpful in our office.


• Must be able to work independently but also know when to ask for more clarification and guidance.


• Dependability is important. Must work from 8:30 a.m. to at least 4:00 p.m. with a scheduled lunch break.

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Exhibits proficiency in the following:

• Microsoft 365


• Microsoft Teams and other collaboration systems


• Office equipment operation


• FERPA compliance and student data confidentiality


• Bookkeeping for the dean’s office


• The use of spreadsheets for data management and reporting


• Website content updates and management


• Meeting preparation and minutes management


• Process documentation


• Deadline and priority management


• Cloud-based file management


• PDF editing and document accessibility basics


• Information security awareness


• Basic troubleshooting of office technology

Interpersonal interactions

Work daily with diverse groups of students, faculty, campus departments and outside vendors.

Physical demands

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision and ability to adjust focus.

Will need to be able to travel around campus.

Will need to be comfortable working at a computer for most of the day.

Work environment

You will be seated in an open office environment where interruptions may occur. You may be asked to help people in person or via email or other communication methods.

The noise level in the work environment is usually moderate.