Executive Assistant

2 months ago

United, United States Eastern University Full time
Location : St. Davids

Job Type: Full-Time

Job Number: 962

Department: College of Education and Behavioral Services

Opening Date: 11/04/2024

Join our vibrant community of dedicated faculty and staff who work to create a transformative educational experience rooted in faith, reason, and justice.

Eastern University is a nationally-recognized Christian university enrolling approximately 7,000 students in a wide array of undergraduate, graduate, professional, and seminary programs. The university's main campus is located in St. Davids, PA, with many programs also offered online. Eastern's core values of Faith, Reason, and Justice are woven into all of its educational offerings. Through dynamic programs, a vibrant campus community, and meaningful service learning opportunities, Eastern University is committed to providing students with transformative, accessible, and affordable education.
Position Description

Oversees administrative operations for the College of Education and Behavioral Sciences (CEBS) and applies knowledge of university systems, programs, operations, and administrative and fiscal policies and procedures to the administration of CEBS functions. Supports CEBS faculty and staff. The position requires a high level of professionalism and accuracy and organization including office management, attendance at selected meetings, and clerical responsibilities in order to maintain the overall quality and efficiency of the Dean's office. The position includes working with confidential faculty documents related to tenure and promotion, managing confidential correspondence, assisting in the administration of grants, and assisting in academic events and processes (i.e. commencement, faculty development events, etc.).
Position Responsibilities

  1. Coordinates the daily operations of the Dean's office, its systems, procedures, schedules, and workflow.
  2. Provides administrative support to CEBS leadership, specifically scheduling meetings, administering and managing procurement processes, including grant processes, organizing files, notes, and records
  3. Serves as staff to the CEBS Administrative & Academic Teams. Coordinates and arranges meetings, prepares agendas, reserves facilities and records & circulates minutes of meetings when requested.
  4. Represents the office of the Dean and serves on institutional committees as requested by the Dean.
  5. Supports and enables the work of the CEBS Leadership in their relationships and responsibilities to the Dean.
  6. Coordinates CEBS events and programs for which the Dean has responsibility.
  7. Oversees administrative duties such as initiating electronic hiring/scheduling processes for adjunct faculty members, coordinating open position searches, and assisting in the onboarding process for new hires.
  8. Supervises purchasing and fiscal transactions.
  9. Prepares administrative reports as necessary. Assembles and distributes appropriate reports, analyses, and forms as necessary. Provides information necessary for decision-making and problem-solving.
  10. Manages the course schedule and faculty assignments and administers the hiring process for adjunct faculty and teaching assistants.
  11. Manages graduate assistants, teaching/research assistants, and student workers.
  12. Takes responsibility for maintaining the content of the CEBS webpages and Brightspace site
  13. Facilitate creation and publication of bi-annual newsletter
  14. Administrate Faculty Promotion and Tenure processes
    1. receive, file and distribute reference letter requests
    2. monitor and update faculty promotion/tenure schedules for submission due dates
Administrative support for the Clinical Psychology, School Counseling and School Psychology Departments
  1. Supervise use and organization of the Assessment Kits
  2. Reviews Course Scheduling
Receives and archives faculty reports as per the faculty handbook such as Professional Activity Reports & Development Plans. Supports the Dean with institutional responsibilities that are external to CEBS and the University. Attends CEBS and Eastern University meetings and events as required Complete other duties as needed. Embodies values of caring and compassion, justice and integrity, competence and affirmation. Seeks to treat each member of the campus community with fairness, dignity and respect seeking a spirit of unity and harmony as we join together to achieve our common mission. Status: Staff, full-time, 40 hours per week, 12 months per year, exempt, salaried
Qualifications

  • Bachelor's degree, with administrative experience.
  • Skill in monitoring/assessing the performance of self, other individuals, and systems to make improvements or take corrective action.
  • Ability to develop and maintain databases and spreadsheets
  • Skill in collecting and analyzing complex data.
  • Proficient IT skills, including Microsoft Office and Google Suites
  • Effective problem-solving skills and strong attention to detail
  • Ability to adapt to changes in a fast-paced work environment
  • Excellent customer service skills
  • Excellent time management skills and strong ability to prioritize and multitask
  • Excellent verbal, interpersonal, and written communication skills


About Eastern University

Eastern University is a Christian university of the arts and sciences that integrates faith, reason and justice for students in its undergraduate, graduate, seminary, urban, professional and international programs. Applicants should have a Christian commitment compatible with its mission and be willing to support the mission and vision of the university. The university complies with federal and state guidelines of nondiscrimination in employment; members of protected classes encouraged to apply.

Background Checks

Standard University employees are required to complete the background clearance process. Employment is contingent upon the successful results of an employment background screening. The employment background screening may include but is not limited to your consumer credit history (for positions that work with the university finances or alumni funds only), verification of education and professional credentials, criminal history, driving history, residency, immigration status, performance, references, and other qualities pertinent to your qualifications for the following position.

Youth Clearances are required for positions with direct contact with children and essential personnel positions. Employees working with or around minor age children are required to complete the youth clearance process which includes the following four child protection clearances:

1) Affidavit;

2) FBI Criminal Record Check;

3) Pennsylvania Department of Human Services Child Abuse History Clearance and;

4) Pennsylvania State Police Criminal Record Check.

In accordance with state laws, Act 73 of 2007, Act 153 of 2014, Act 168 (relating to the Child Protective Services Law), school employees of Eastern University who will have "direct contact with children" must complete the background check process prior to employment. Results must be submitted within ten days of receipt.

Description Disclaimer

This description is intended to describe the general level and nature of work performed by the person/people assigned to this position. It is not to be construed as an exhaustive list of duties and responsibilities of the person/people so assigned.

Statement of Non-Discrimination

Eastern University is committed to the principles of equal opportunity as defined under federal and state law, and does not discriminate unlawfully on the basis of race, gender, sexual orientation, color, creed, disability, national/ethnic origin, age, disabled veteran/Vietnam-era, Genetic Information and Nondiscrimination Act (GINA), or veteran status in its admission policy, program, or activities, educational policies, scholarship and loan programs, athletic and other University-administered programs, or employment practices and programs.

We offer a complete benefits package to full-time faculty and staff including healthcare coverage, retirement plan contributions, flexible spending and health savings accounts, life insurance, long-term and short-term disability, tuition remission and tuition exchange participation as well as an extensive holiday, summer hours and paid time off leave schedule.

Part-time Regular staff who are scheduled 30-36 hours per week over the course of a year, receive a full benefit package based on their part-time scheduled hours. Healthcare coverage is based on the ACA medical coverage guidelines. Affiliate faculty receive a benefit package as outlined with their covenant. Adjunct faculty may be eligible for medical coverage under the ACA after an annual one year lookback review.

Part-time staff who are scheduled to work less than 30 hours per week schedule are eligible for employer contribution towards the retirement plan after one year of employment. Eligibility rules apply. Adjunct faculty may make employee deferral contributions towards the retirement plan.

Part-Time Graduate Assistant Coaches are eligible for participation in the Tuition Remission Coaches Program.

Temporary, Contractors and Seasonal Employees: Individuals in this status are scheduled on an as-needed-basis and are not eligible for participation in the University's benefits programs.

Detailed information regarding our benefits program and eligibility is provided once hired or you can contact Human Resources with any questions.

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