Administrative Assistant 1
Bloomsburg University of Pennsylvania - Bloomsburg, PA

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The position provides administrative level support to the College of Business Assistant Dean and those directing strategic plan initiatives.

Principle Duties and Responsibilities: Study and analyze operational procedures; prepare detailed and comprehensive reports of findings and recommendations for College of Business Strategic Programs.

Carry out various administrative research assignments; conduct research and studies in connection with the development and evaluation of College of Business strategic programming. Carry out various administrative work assignments for College of Business strategic programming.

Perform public relations duties; assists in the preparation of events and programs.

Review and reply to routine correspondence; disposes of other administrative details as directed.

Assist administrative superiors in establishing and maintaining cooperative working relationships with other governmental agencies.

Perform related work as required.

AASCB – Assist administrative superiors in preparing hard copy and digital AACSB records and files, including the faculty portfolios that include evidence of scholarly activities.

Assist administrative superiors in preparing AACSB reports.

Graduate Programs – Collect graduate student application materials and maintain complete, incomplete, accepted, non-accepted, and graduation student files. Coordinate all application files with the Office of Graduate Studies.

Schedule graduate courses for graduate students at the direction of the graduate coordinator. Receive student scheduling requests, obtains approval of coordinator, schedule courses, and notify students by email of their final schedule.

Receive and record files, update grades on requirement sheets, etc. Maintain record of waivers, substitutions, transfer, etc.

Monitor both faculty and student requests for graduate assistants, and assist in the assignment of graduate assistants to faculty. Secure work logs from all Graduate Assistants, monitor number of hours worked, and make certain all appropriate paperwork has been completed for payroll purposes. Responsible for maintaining the GA work space.

Ascertain that all required courses have been satisfactorily completed and that GPA requirements have been met. Complete graduation applications for signature of graduate coordinator and process. Coordinate hooding for graduation.

Maintain ongoing enrollment tally, reporting the increase and decrease in enrollment in the graduate programs. Maintain record of course completion for all graduate students.

Maintain records of expenses and encumbrances of the graduate budgets on SAP.

Provide timely information to the MBA coordinator and periodically advise the coordinator of the status of the budget.

Coordinate meetings for graduate programs for the Fall and Spring semesters. Take minutes at the meetings and distribute to College of Business Faculty.

Schedule and coordinate travel for graduate coordinators and graduate students.

Any other work related to graduate programs.

The General Summary and Principal Duties and Responsibilities sections summarized above provide a representative listing only and should not be regarded as a complete statement of tasks performed by incumbents of this position. It should be recognized, therefore, that employees may be asked to perform job related duties in addition to those outlined above.

Applicant must possess these skills, knowledge, and abilities or to be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Knowledge of English grammar, spelling and punctuation at a level equivalent to that used in writing or adjusting written materials such as correspondence, reports, minutes of meetings and official documents.

Knowledge of the specialized office procedures and practices which relate to the work process and the proper conduct and actions necessary in maintaining harmonious working relationships within the office and between the office and other departments on campus.

Ability to make independent determinations on the best possible resolution to processing problems.

Ability to develop and set up clerical procedures for the process of office activities performed.

Ability to assemble, organize and present information from various source materials.

Ability to organize work in a manner which insures smooth processing and accomplishment of priority items on schedule.

Ability to interview, select, assign work to and supervise student employees.

Ability to use discretion and judgment in dispensing information which may be susceptible to misunderstanding or misuse.

Some knowledge of the principles and practices of public administration.

Some knowledge of the principles of governmental accounting, statistics, and public personnel administration.

Some knowledge of the sources of information, methods, and techniques used in administrative research.

Ability to carry out, without supervision, staff assignments requiring the organization of material and development of procedures.

Ability to conduct studies and analyzes contributing to the development of sound operational procedures.

Ability to speak and write effectively.

Ability to establish and maintain effective working relationships with administrative officials, other employees, and the general public.

Knowledge of the policies, rules, regulations and organizations which relate to the Office of the Provost and Vice President for Academic Affairs.

Skill in using a typewriter, photocopy machine, calculator, laptop and desktop computer, and Microsoft Office Suite.

Skill in taking and transcribing verbatim notes of dictation by recording information at a minimum speed of 60 words per minute.

Preferred Skills, Knowledge and Abilities:

Proficient in the use of Microsoft Excel and Word; ability to access and search Internet; ability to maintain proficiency as applications are updated and to learn the use of new applications.

Knowledge of online computer applications and with integrated database management system is preferred.

Minimum Experience and Training: Such training as may have been gained through graduation from a four year college or university or any equivalent combination of experience and training.

Applicants will be rated on the following criteria:

1) Ability to prioritize and be flexible in a fast paced office setting.

2) High level of experience in MS Excel and MS Access or comparable business applications.

3) Ability to collect, compile and analyze data and prepare reports and recommendations based on this analysis.

4) Excellent time management skills.

5) Interpersonal skills to deal with individuals requiring a variety of information or service(s), i.e. department chair, faculty, union officials or equivalent situations.

6) Skill in recording meetings and interviews.

7) Experience working with diverse populations.

Finalist must communicate well and successfully complete an interview.

Prior to a final offer of employment, the selected candidate will be required to submit to a background check including, but not limited to, employment verification, educational and credential verification and criminal background check.

Completing this search is contingent on available funding.

Application Procedure: In order to receive consideration, submit a Bloomsburg University Merit Systems Employment Application to the Office of Human Resources and Labor Relations by 4:00 p.m. on the last day to apply. Applications are available in the Human Resource Office, located in Waller Administration Building or may be downloaded from www.bloomu.edu/jobs. Faxed resumes and/or applications will not be considered.

Bloomsburg University of Pennsylvania is committed to providing equal educational and employment opportunities for all persons without regard to race, color, religion, sex, age or national

Bloomsburg University of Pennsylvania - 20 months ago - save job
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