BASIC FUNCTION: Reporting to the Assistant Director for Programming and working closely with the Assistant Director for Administration of the Center for the Core Curriculum, the incumbent provides administrative support to the office.
DUTIES AND RESPONSIBILITIES:
A. Manages day-to-day operations for a complex and demanding office. Daily interaction with students, faculty, and administrators, while performing multiple duties, and meeting deadlines. The incumbent also sends out routine weekly Core communications to faculty and guest speakers; works closely with the Office of the Dean, Core staff and others to schedule meetings in the Conference Room and Core Library; liaises with Accounts Payable, and other administrative units as directed.
B. Provides administrative support for annual Core instructor recruitment for Literature Humanities, Contemporary Civilization, and Frontiers of Science: processing applications, coordinating calendars with relevant committees, scheduling interviews, class visits, generating and mailing related correspondence to applicants. The incumbent also creates and maintains all applicant files and related databases for recruitment.
C. Responsible for assisting with the processing of reimbursements for individual class outings, maintain spreadsheets (related to reimbursements), process speaker honoraria and travel reimbursements, resolve issues with vendors/accounts payable, place orders for office supplies
D. Maintains and updates Core faculty databases, email, and contact lists for all Core courses (AFCV, AH, CC, FOS, LH, and MH) and departmental communications.
E. Handles the majority of the front office student registration traffic at the beginning of each semester; provides students with information on registration policies and procedures and ensures that student petitions are properly completed and processed.
F. Coordinates and sets up for weekly meetings, and arranges general aspects of regularly scheduled faculty luncheons and special occasions; provides administrative support for the entire array of Core programming events including, scheduling regular and electronic classrooms, and distribution of information and publicity materials as directed. The incumbent also oversees desk copy distribution for instructors, and works to support faculty answering or directing their questions to the appropriate parties.
G. Other related duties as assigned.
Minimum Qualifications for Grade Applicant MUST meet these minimum qualifications to be considered an applicant
High School diploma and/or its equivalent required. A minimum of three years of relevant experience, or a combination of education and experience required, preferably in a university or other complex organization.
Additional Position-Specific Minimum Qualifications Applicant MUST meet these minimum qualifications to be considered an applicant
Excellent communication (verbal and written), organization, interpersonal and administrative skills required. Discretion and attention to detail essential. Multi-tasking, flexibility and a demonstrated ability to work well with a broad constituency required.
A cover letter and résumé are required. Applications without both of these attachments will not be reviewed
Preferred Qualifications
Proficiency with word processing including mail merge and e-mail merges and presentation software preferred.
Special Instructions
Special Indications This position works with:
HIPAA Compliance training required
