Administrative Assistant

2 weeks ago

Mechanicsburg, United States Messiah University Full time

**Position Type**
- Staff**Employee Group**
- Staff**Time Status**
- Full-Time**Time Category**
- Full Time (1560-2080 hours)**Annual Hours**
- 1840**# of Months**
- 12**Hours Per Week**
- 40 (Aug 15 - May 15) and 20 (May 15-Aug 15)**Work Dates**
- July 1 - June 30**Campus**
- Main Campus (Grantham)Position Description

**Position Summary**
- This position provides specialized support to the Dean of the School of Science, Engineering and Health. Responsibilities include performing high-level administrative duties, oversight and coordination of School programs and Dean’s office activities. Such functions include: supporting the Dean and designated faculty with administrative project details; coordinating planning and work flow; follow-up on delegated tasks; keeping projects on schedule, preparing and keeping track of School and office budgets; calendar management for the Dean and assisting departmental assistants.**Education Required**
- Associates Degree and/or specialized training**Education Preferred**
- Bachelor’s degree**Experience Required**
- Two to three years of administrative support experience, at least one year of experience with budgeting.**Experience Preferred**

**Skills, Characteristics Required for Position**
- Professional-level communication skills, including strong writing, editing, speaking and comprehension skills
- Ability to communicate successfully across departments and with various constituencies, including external contacts
- Strong organizational skills, including time management skills and the ability to prioritize multiple responsibilities
- Expert computer proficiency including the ability to work independently in standard office software such as Microsoft and Adobe products and Banner.
- Ability to work in various databases as well as understand basic web design and web page maintenance
- Ability to work independently on complex projects managing significant portions with little to no oversight
- Ability to develop and implement systematic electronic filing systems
- Ability to maintain a high level of confidentiality and a professional demeanor and workspace at all times
- Basic understanding of compliance and regulations related to higher education.
- Understanding of compliance and regulations related to faculty recruitment
- Specialized training and development in office management including budgeting

**Special Working Conditions**
- N/A**Driving Requirements**
- N/A**Essential Employee**
- N/A**Primary Duties**
- 1. Provide administrative support to all aspects of the work of the Dean including maintaining appointment calendar, handling mail and telephone inquiries, composing correspondence, coordinating correspondence and travel arrangements, scheduling meetings, maintaining office files and personnel contact list.
- 2. Coordinate/reconcile office billings, processing requests for payment, review general ledgers monthly to ensure accuracy on transactions/invoices and assist in preparation and management of the school budget, as assigned by the Dean.
- 3. In a clerical role, record meeting minutes, write agendas and minutes, maintain office supplies, arrange repair of computers, open and sort mail, print or copy files, screen phone calls, coordinate office supplies and technical support for building copiers in Kline 110 and the Jordan/Kline lobby.
- 4. Assist Dean in developing/submitting budgets. Monitor School/department expenditures, reconcile accounts with business office/bank, track student hours, allocate and approve purchasing (‘Visa’) charges, OneSource, etc.- 6. Assist with hospitality and special events like admissions recruitment events, research symposia/ faculty workshops. Plan room and food accommodations, attend to program details, arrange speaker travel, etc.
- 7. Coordinate events, meetings and communication among various departments and department administrative assistants.
- 8. Handle special projects and other duties assigned by Dean, such as management of student academic integrity violation records, supporting the Assistant SSEH Dean in facilitating student scholarships and a summer student research program, maintaining capital equipment inventory, provide support to the Coordinator of Pre Health Professions Advising and the OT/PT Bridge Coordinator.
- 9. Assist department administrative assistants in onboarding or learning new administrative or clerical protocols.
- 10. Assist Dean/Department Chairs/Program Directors in recruitment of prospective new faculty.
- 11. Oversee and coordinate activities for the work of assigned student assistant(s).
- 12. If necessary, assist the department administrative assistants with special projects.
- 13. Maintain consistent and reliable attendance.**Secondary Duties**
- 1. Maintain building directory.
- 2. Attend School meetings and prepare handouts, agendas and minutes.
- 3. Other duties as assigned.**Supervises: # of Administrative**
- 0**Supervises: # of Staff**
- 0**Supervises: # of Student**
- 2**Po

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