Administrative Assistant
Gwynedd-Mercy College - Gwynedd Valley, PA

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Position Type: Full - Time

Provides ongoing secretarial support to the dean, division chairpersons, program coordinators, faculty, and the executive board members of the Student Advisory Board of the School of Arts & Sciences. Manages information on the School portal: writes, edits, and mails correspondence as needed; maintains accurate files; schedules appointments and makes travel arrangements when needed; gives accurate and timely information to callers and visitors; assists the directors of the General Education Committee and the Honors Program, and otherwise relieves officials of administrative detail by performing the following duties:

ESSENTIAL DUTIES AND RESPONSIBILITIES generally include the following. Other duties may be assigned as needed.

Routes incoming and outgoing mail. Locates and attaches appropriate files to correspondence.

Composes, edits, and mails routine correspondence.

Sends faxes and routes incoming faxes.

Files correspondence and other records, and maintains files and records for the School.

Answers telephone and provides information and requested services to caller, or routes call to appropriate individual or department.

Greets visitors, ascertains nature of business, and conducts visitors to appropriate person.

Schedules appointments for Dean and the Chairs of the School of Arts and Sciences.

May arrange travel schedules, reservations, business meetings, and conferences.

Compiles and types statistical reports related to the business of the School, including but not limited to lists of all internships, practica, and summer research, and assessment and compliance data and information.

Makes arrangements for meetings, including but not limited to scheduling the location and required technology, ordering food and refreshments (if applicable), and sending meeting notifications and reminders.

Records minutes of meetings and maintains permanent file of meeting minutes.

Makes copies of correspondence or other printed material.

Monitors and orders office supplies.

Orders desk copies for course faculty, as needed.

Maintains an account of budgetary expenditures.

Manages the School portal and assists with website updates for the School, divisions, and programs, including honor societies, student groups, and the Student Advisory Board.

Assists the directors of the General Education Committee and the Honors Program with tasks related to the business of the School of Arts & Sciences.

Collects and maintains contact information for full-time and adjunct faculty at all campuses.

Prepares course assignment sheets for full-time and adjunct faculty teaching at the main campus.

Collects and archives all course syllabi for main campus courses.

Prepares and mails student correspondence such as academic probation and dismissal letters.

Coordinates, edits, formats, and writes sections of the monthly Adjunct Newsletter and distributes it to the School of Arts & Sciences instructors on all campuses.

Manages funds held in trust for all honor societies within the School of Arts and Sciences as well as assists in recruitment and induction processes.

Supervisory Responsibilities May supervise students and other temporary or part-time employees in the department. Carries out supervisory responsibilities in accordance with the University's policies and applicable laws. Responsibilities include training; planning, assigning, and directing work; verifying timecards; appraising performance; addressing complaints and resolving problems.

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.

Associate's degree or equivalent from two-year college or technical school; or one year related experience and/or training; or equivalent combination of education and experience.

Technical Skills
Ability to type at a minimum speed of 55 wpm. Proficiency with Microsoft Word, Excel, PowerPoint, and Access. Ability to use office procedures to organize work flow. High attention to detail.

Language Skills
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions.

Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret graphs.

Interpersonal Skills
Ability to interact effectively and professionally with others. Ability to maintain confidentiality, including but not limited to student records and faculty contracts.

Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.