Administrative Support Specialist
2 weeks ago
Azusa Pacific University is in search of dedicated individuals who wish to contribute to our vibrant community by fostering connections through professional engagements, exemplifying a commitment to continuous learning, and embodying values of integrity and service. Together, our team is devoted to creating an educational environment that honors our mission and uplifts one another.
The Administrative Support Specialist role is integral to the operational success of the School of Business and Management. This position plays a vital role in enhancing internal processes and provides essential assistance to faculty, adjunct instructors, Deans, Assistant Deans, and Executives in Residence.
We are looking for a detail-oriented and methodical individual who thrives in a collaborative setting. This is an on-site position with standard hours from Monday to Friday, 8:00 AM to 5:00 PM (with early closure on Fridays at 4:30 PM). Flexibility in scheduling may be required for special events, which may occur in the evenings or on weekends.
Required Education- A Bachelor's degree is required (preferably in Business, Finance, or Accounting) or equivalent professional experience.
- Prior experience in an administrative role supporting a diverse group of individuals.
- Proven ability to manage multiple tasks and resolve issues with sound judgment.
- Exceptional organizational skills, attention to detail, and analytical capabilities are essential.
The successful candidate will undertake a variety of responsibilities under the guidance of the Executive Assistant, Assistant Dean of Operations and Accreditation, and the Dean, including:
Adjunct Faculty Management- Collaborate with Department Chairs and Program Representatives to facilitate the onboarding of new faculty members.
- Organize and execute bi-annual re-orientation sessions for adjunct faculty.
- Prepare and manage adjunct contracts in advance of each academic term.
- Maintain comprehensive records of adjunct faculty information.
- Monitor and report on adjunct faculty timekeeping bi-weekly to ensure compliance with scheduled hours.
- Update and manage resources on the support website to assist faculty in their teaching roles.
- Ensure accurate tracking of adjunct faculty certifications and maintain up-to-date records.
- Assist in the nomination and submission process for adjunct faculty contracts.
- Oversee and track scholarship applications for full-time faculty.
- Submit and manage updates for the SBM website in coordination with the Office of Strategic Communication.
- Ensure the Master Academic Schedule is accurate and submitted to the Registrar in a timely manner.
- Collaborate with the Dean to finalize the academic schedule before submission.
- Assist in course cancellations due to low enrollment as necessary.
- Support budget transfers, purchase order submissions, and financial tracking as needed.
- Provide assistance during SBM events as required.
- Compile and distribute weekly reports to Deans and Chairs, including student enrollment data and schedule updates.
- Perform additional duties as assigned.
- Attend Curriculum Committee meetings and document proceedings.
- Manage records for the Student Scholarship Program and promote scholarship opportunities.
- Coordinate the Dean's List process and communicate with awardees.
- Address routine requests from faculty and Chairs, including document preparation and resource requests.
- Maintain regular attendance and fulfill electronic timekeeping responsibilities.
- Assist in submitting course schedule changes as needed.
- Provide training and support for university-wide systems and processes.
- Ensure adjunct faculty have access to necessary classroom supplies.
- Maintain a welcoming environment for adjunct faculty in the office.
- Coordinate textbook requests and manage the database of required materials.
- Facilitate communication and support for faculty across various locations.
- Manage incoming communications and serve as a point of contact for the department.
- Coordinate meetings for department Chairs and assist with event planning.
- Strong customer service orientation and ability to engage respectfully with diverse populations.
- Effective listening skills and the ability to understand and respond to inquiries.
- Excellent time management and organizational skills.
- Proactive and self-motivated with strong problem-solving abilities.
- High level of proficiency in written and spoken English.
- Proficient in Microsoft Office Suite and Google Applications.
- Strong skills in data management and analysis.
- Comfortable office setting with a supportive atmosphere.
Compensation
- The hourly compensation for this role ranges from $21.44 to $24.66, reflecting the university's expectations based on qualifications and experience. A competitive benefits package is also offered.
Azusa Pacific University is committed to building a diverse community and encourages individuals from all backgrounds to apply. We conduct background checks on all final candidates and do not discriminate based on race, color, national origin, sex, age, disability, or veteran status.
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