Administrative Assistant

Job Description:

The Administrative Assistant 4 works directly and collaboratively with the Chair of the Department of Educational Studies. This role provides a high-level support to the Chair including serving as the initial contact point for the Chair. Uses substantial judgment and independent decision-making authority and exhibits a high degree of professionalism. Key responsibilities include preparing communications for the Chair (e.g. PowerPoint presentations, reports, etc.); maintaining the Chair’s schedule/calendar and assisting with travel and other logistics; taking lead on special projects for the Chair that advance the mission of the College and Department; implementing new processes and procedures that improve efficiencies both within the Chairs office and the Department and other routine and non-routine functions that support the work of the Chair. The Administrative Assistant 4 oversees the logistics of major processes in the Department including Promotion and Tenure, Annual Review, Department Meetings, Program Chair Meetings, Search Committees, New Employee Onboarding, etc., This position will act on the behalf of and in the absence of the Chair for all administrative operations of the office and assesses and resolves concerns and problems directed to the Chairs office and/or determines course of action to delegate to the appropriate person to manage. Additionally, the role maintains an in-depth knowledge of the Chair's activities, strategies, and collaborates with the Chair to understand positions and priorities. This position is responsible for making sure all working sessions are incorporated in the Chairs calendar and the Chair is prepared for the future events with all relevant materials, copies, presentations, and all required and/or necessary information. The incumbent assists with the coordination of program events (guest speakers, conferences, meetings) as well as development and distribution of marketing and communications for the Department, when needed; assists the Chair with strategic planning for meetings, creating presentation materials, talking points, ideas for discussion/agenda items; participates in advisory committee, Promotion and Tenure, faculty meetings, and other Department and administrative committees as assigned and/or as needed. The Administrative Assistant 4 also represents the Chair and the Associate Chair on various committees as requested. This position always requires that the Administrative Assistant 4 act courteously and professionally, and that they manage confidential materials and time-sensitive matters with integrity. This position will be responsible for supervising the student employees within the Chairs office and directing the day-to-day operations of the Department’s front office. Should demonstrate proficiency in the Microsoft Office Suite, strong communication skills verbally and written. Other duties as assigned.

Required Experience: 4 years of relevant experience required. Thorough knowledge of university organization and procedures is required. Progressively responsible administrative experience in education or industry, supporting senior level leadership required. Strong written and verbal communication skills; considerable knowledge of Microsoft Programs (Word, Excel, PowerPoint, Outlook etc.). Ability to interact with a wide range of people in business executive situations. Experience working in a demanding and fast paced administrative office that requires strong organizational skills, the ability to work independently and emphasis on careful attention to details.

Desired Experience: A Bachelor’s degree in education, business, or related field. Experience planning events desired. Experience in higher education setting/academic environment. Knowledge of university policies and procedures, particularly with respect to faculty desired.

60%

Plans implements and executes strategic planning for the office of the Chair. Provides high level support to the department Chair. Maintains correspondence and databases; develops and implements new processes and procedures to increase efficiencies; handles highly sensitive and time sensitive materials on a daily basis. Plans and supervises the scheduling of events and workflow in the Chair's office; maintains the Chair's schedule and calendar, obtains background information on meeting requests; assists with travel and logistics. Evaluates and prioritizes requests for the Chair; prepares reports and communications; manages communications between other Departments within the College, University, and external units. Supervises the student employees within the Chairs office.

30%

Represents Chair at meetings of programs, committees, staff, or students as required; participates in policy meetings as Chair's assistant; assumes responsibilities for projects and reports as assigned by the Chair that inform and guide effective decision making; independently researches problems and complaints and assists in their resolution. Provides backup for scheduling of courses and rooms; serves as conduit between HR Office, Business Office, Chair and Associate Chair; monitors units fiscal and human resources priorities and creates agendas for leadership team discussions with Chair; troubleshoots and resolves problems.

10%

Collects, organizes, analyzes, and presents data on programs and policies; prepares interpretive reports; participates in organization of new initiatives regarding curriculum and research; initiates review of administrative improvements as agreed with the Chair. Coordinates faculty annual review materials in preparation for the salary process and provides reports; analyzes and reports on faculty cumulative performance records and special cases. Coordinate’s promotion and tenure process in the Department. Attends all P&T meetings and takes minutes. Other duties as assigned.

The Target Hiring Range for this position is $22.17 - $29.56/hour

The College of Education and Human Ecology operates on the premise that all faculty and staff in the College have unique talents that contribute to the pursuit of excellence. In addition to professional accomplishments, collegiality, civility and mutual respect are strongly held values. The College supports representational diversity and diverse beliefs in the free exchange of ideas and opinion and expects that faculty, staff, and students promote these values and apply them in a professional manner in all academic endeavors and interactions within and representing the College. Our core values include excellence, diversity, justice, innovation, internationalization. These values are foundational to EHE - who we are and what we strive to be. By focusing on them, we will enrich the education of our students and accelerate the efforts of our faculty and staff. Our local, national, and international communities will be transformed through our unique partnerships and experiences for our students.