Academic Administrative Assistant

2 weeks ago

Lewiston, United States Bates College Full time

**Job no**: 492837

**Work type**: Staff Full Time - Full Year

**Location**: Lewiston, ME

**Categories**: Academic Affairs Administration

**Title: Academic Administrative Assistant - Hathorn & Pettigrew Hall**

**Position Purpose**:
The Academic Administrative Assistant (AAA) position provides a high level of professional, administrative and creative support to individual faculty and their Departments and Programs. This particular position supports the faculty in the departments of English, Math, Neuroscience, Rhetoric, Screen and Film Studies, and the Bates Dance Festival.

**Job Duties**:

- Provides administrative support to the faculty's teaching curriculum, research and scholarship, and service to the college by providing reception services, scheduling appointments, meetings, and travel arrangements, filing, researching files and records, and preparing and proofreading correspondence, reports, and other documents as requested.
- Serves as the principal contact for students, staff, faculty and general public for the purpose of gathering and distributing information, answering inquiries and establishing priorities for projects.
- Supports the work of the department by purchasing equipment and supplies, maintaining an inventory of office supplies, and utilizing the appropriate process to pay for goods or services purchased by the department.
- Responsible for creative design and implementation of materials on the departmental websites, and those that advertise the featured events.
- Helps to organize and conduct departmental events, as directed, by securing space, equipment, food, preparing invitations, publicity announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and assisting with the event as it occurs.
- May support the administrative business functions of the department by obtaining and processing textbook adoptions, creating brochures and newsletters, maintaining and updating the departmental website or databases.
- May prepare personnel action forms and position authorizations as directed, verifying and processing student employee time records, scheduling the use of classrooms, department facilities, or meeting rooms, and maintaining the security of classrooms, theatre, labs, equipment, and records.
- Remains competent and current by attending professional development courses, software training classes, and/or training sessions as needed or directed by the supervisor or required by the College.
- Supports the academic departments by performing other duties as assigned or as needed.
- Adheres to departmental standards, policies, and procedures with respect to all aspects of his/her work.
- Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
- Submit facilities requests and help desk requests as needed
- Create classroom schedule at start of each semester for facilities staff
- Create departmental schedules at the start of each semester
- Update building marquee signs each academic year
- Process financial paperwork including invoices, payment requests, inter-office transfers, and travel expense forms.
- Create and send academic brochures.
- Assist Arts Events Manager with event planning.
- Create and post thesis student spotlights at the start of each academic year.
- With Arts Events Manager, create posters & programs for end of semester showings.
- Arrange invitations, announcements, posters, catering details, room reservations, and other relevant details related to the event.
- RFSS classroom student workers and approve time sheets.

**Minimum Qualifications**:
**Education**
- Bachelor’s degree preferred.
- An equivalent combination of education and experience will be considered.

**Experience**
- 3+ years of experience in a professional office setting providing administrative support or office management, preferably in a higher education environment.
- Previous experience supervising, training and/or coordinating others’ work desired.
- Experience working within a complex office environment with frequently shifting tasks and priorities.
- Experience with publishing software and web publishing tools such as WordPress and social media platforms are strongly preferred.
- Experience working with multiple constituencies in sometimes difficult and stressful situations.

**Skills and Knowledge**
- Excellent communication (written, verbal, and listening) skills
- Strong problem solving and analytical skills
- Finds comfort and enjoyment in the creative process
- Impeccable discretion and ability to maintain confidentiality
- Excellent customer service skills with the ability to remain composed, friendly, and demonstrate poise under stress while working in a deadline driven environment
- Ability to work independently and handle multiple priorities with mínimal supervision
- Highly motivated and demonstrates initiative
- Impeccable or

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