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Alfred University Administrative Assistant to the Dean, College of Business in Alfred, New York

The responsibilities of the Administrative Assistant for the Dean of the College of Business assure smooth operations of the entire academic unit, including scheduling and keeping the Dean's and Assistant Dean's calendar, managing financial processes and reporting, preparing and sending all student-level correspondence from the Dean's office, maintaining confidential files on faculty and other personnel, and supporting students, faculty, MBA Program Director, the Assistant Dean, and Dean to insure smooth operations. 

Salary: $16.00-$18.00/hour, depending on experience.

Responsibilities:

  • Secretarial and Office Management: 

  • Responsible for maintaining inventory of office supplies and equipment as well as ordering supplies and equipment as necessary. 

  • Responsible for taking all incoming calls and messages for Department. Backup phone coverage for Academic Program Secretary. 

  • Assist in utilize shared U-drive folders to organize and maintain electronic files for the undergraduate and graduate programs. Organize and maintain hard copy folders for archival documents and shred or destroy old files on a cyclical basis. Supervision of Office Graduate Assistants and Work Study Students: Organize office support tasks to be performed by graduate assistants and work study students assigned to the program and supervise student workers. 

  • Assist the dean, assistant dean, and faculty members in coordinating meetings and events for students, supervisors, and community members such as graduation receptions, faculty retreats, honors reception, and guest speakers. This includes but is not limited to publicizing events, sending invitations, communication with speakers, making travel arrangements, arranging for the use of campus facilities and services, preparing registration and meeting materials, and arranging for refreshments. 

  • Responsible for performing general secretarial duties for the Dean, Assistant Dean, and MBA program director as needed. Serve as point of contact for students, parents, and outside parties in providing information about the program. 

  • Course Management: Assist the dean in developing the semester course schedule by coordinating room use with the Academic Program Secretary, Registrar's Office, and other academic programs using the Olin building. Maintain course information in Banner. 

  • Student Records & Reporting Supports: 

  • Assist the Academic Program Secretary in all aspects of academic student files, including organizing and filing transcripts, advising records, registrar forms, and correspondence. Store outdated files and purge on an ongoing 7-year cycle.

  • Backup support to the Academic Program Secretary on preparing acceptance letters to Graduate Admissions office. 

  • Utilize Banner and registrar's office data to provide reports on program enrollments, including data as requested by dean and MBA program director (e.g. student credentials, internal/external transfers, etc.) 

  • Maintain records of spreadsheets for student outcomes assessment data. 

  • Administrative Support: 

  • Maintains Dean's and Assistant Dean calendar and schedules individual appointments and committee meetings. 

  • Attend and takes minutes for meetings of Curriculum Committee, Scholastic Standards, Departmental, Faculty and others requested by the Dean. 

  • Maintain files of all official accreditation actions for programs within the college. Prepares and updates spreadsheet of accreditation expenses. 

  • Maintain Canvas sites as requested by Dean providing records and information resources related to college-level and committee-level operations. 

  • Financial Management: 

  • Provide monthly budget updates to Dean. Assist with 6-month financial forecasting reports through analysis of account balances and prior spending patterns.

  • Reconcile College of Business credit card(s). 

  • Process all travel authorizations and reports for faculty travel and professional development for Dean and Assistant Dean, and for endowed chair expenses as needed within College of Business. 

  • Student Records & Reporting: 

  • Prepare certificates and letters to Dean's List recipients.

  • Record and distribute Scholastic Standards meeting actions. Prepare and send Scholastic Standards letters to students. 

  • Maintain spreadsheets/files following Scholastic Standards on suspended students and prepare re-enrollment materials for them. 

  • Maintain spreadsheets/files for students on leave of absence and prepares re-enrollment materials for them. 

  • Confidential Personnel Functions: 

  • Prepare personnel forms, contract letters and paperwork for current faculty overloads, adjunct instructors, summer teaching contracts, program chairs and directors, and endowed chair positions. Maintain records of faculty and staff credentials and personnel actions. 

  • Distribute all course evaluation materials for all College of Business courses. Organize all student comments for review, and prepare a spreadsheet with course ratings each semester. Organize data and comments into electronic files by course number and faculty member for electronic filing and access by dean and promotion and tenure committee use. Send faculty their individual course evaluation results after review by Dean.

  • Coordinate searches with various committees and Provost's office. Maintain electronic copies of all applicant files on shared drive or Canvas site, provide written communications, and summarize candidate data. Organize candidate visits including setting up meetings and colloquia, making travel and hospitality arrangements, preparing written materials, and compiling feedback sheets. 

  • Faculty Promotion and Tenure Processes: 

  • Collect and maintain faculty activity reports, course evaluations, external review letters, and dossier material for Dean's office. Distribute and file reappointment, promotion, review, and sabbatical letters from Dean and Provost. Maintain updated list of faculty personnel actions through P & T Committee. 

  • Support faculty Promotion and Tenure committee by providing access to needed documents, assisting with preparation and distribution of P & T Committee letters. 

  • Other: 

  • Additional duties will be determined by the Dean based on the 

needs of the College of Business.

Requirements:

  • Formal Education: High school diploma required. A two-year degree or an equivalent amount of experience/training is desired. 

  • Experience: Five or more years of secretarial experience; preferably in an educational setting. 

  • Additional Knowledge/Skills: 

  • Proficient in Microsoft Office programs including Outlook, Word, Excel, and PowerPoint. Experience in Banner and Canvas also desired.

  • Strong writing, analytical and problem-solving skills.

  • Strong oral and written communication skills.

  • Strong office management and organizational skills.

  • Ability to communicate effectively and interact with faculty, students, co-workers, and the public in a friendly and professional manner.

  • Understand and adhere to ethical standards for maintaining confidentiality with Ability to plan and manage projects, working alone or in a team.

  • Adaptive coping and stress management in a busy office environment.

  • Ability to multi-task, and to set priorities and meet deadlines.

  • Ability to supervise employees.

Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law. Protected veterans, minorities and women are encouraged to apply.

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