Alfred University Administrative Technical Assistant to the Dean in Alfred, New York
The administrative technical assistant to the dean is a full-time (35 hours per week), 12- month position in the Office of the Dean of Graduate and Continuing Studies. This is a hybrid position which requires excellent administrative assistant skills, technical expertise, and familiarity with the certification and licensure process for school counseling, mental health counseling, literacy, and special education. The administrative technical assistant to the dean works closely with the dean, associate dean, AUNY programs coordinator, and the AUNY field placement coordinators.
Perform administrative work, correspondence, and calls of a confidential nature.
Coordinate inquiries from students, faculty, and staff from the main campus in Western NY and all current and future satellite locations including but not limited to Corning, New York City (NY), Long Island, and Westchester.
Maintain, process, and manipulate data on a personal computer using word processing, data, and spreadsheet software.
Create and manage field placements within LiveText.
Assist in the coordination of the AUNY field placements in the school and mental health counseling graduate programs.
Assist with the NYSED and NY State Office of the Professions (OOP) certification and licensure application process as it pertains to the submission of the appropriate forms for certification and/or licensure.
Receive information and requests from both internal and external sources and determine the appropriate individual or office to convey said information.
Act with a high degree of independence as liaison with inside and outside contacts in preparing meeting materials and minutes, scheduling meetings, arranging and coordinating travel needs, and other support functions.
Maintain and monitor/analyze budget records and reports by performing duties such as preparing and submitting expense reports, reconciling, monitoring, and verifying expenditures, reviewing budget statements regarding status of accounts, and making recommendations as to projected budget.
Process hiring paperwork for adjuncts each semester and track related expenses.
Coordinate purchasing requests with the division and clinic secretaries.
Develop, prepare, proofread and/or compose correspondence requiring excellent judgement and discretion. Routinely edit materials for internal and external communications.
Compile data and materials, for presentations, meetings, and proposals, often 'confidential in nature. .
Participate in and help with the organization of appropriate University events including the AUNY commencement in NYC.
Preparation for and participation in the AUNY summer residency program which typically takes place during the entire month of July.
Occasional travel to the NYC-metro area is required (2-3 trips per year)
Occasional evening and weekend work may be required, especially during the AUNY summer residency program.
Skills / Knowledge
Proficiency in the use of LiveText. Knowledge of LiveText includes:
the ability to create individual placements,
upload batch placements,
create and assign field placement supervisors,
assign appropriate practicum and internship course designations,
generate field placement log reports
edit existing field placements.
Working knowledge the NY State Education Department (NYSED) Office of Teaching Initiatives (OTI) TEACH website and navigating the certification process for applicants for school counseling, literacy, and special education.
Working knowledge of the OOP licensure application process as it pertains to the submission of the appropriate forms mental health licensure.
Proficiency with BANNER, specifically the ability to provide ongoing budget management support through the generation of reports and compiling of budget related data.
Proficiency with BANNER, specifically the ability to provide support in the creation of courses and the assignment of instructional faculty for all programs within the SGCS.
Working knowledge of the full Microsoft Office suite (Outlook, Word, Access, & Excel)
Experience with budgeting and day-to-day management of operational budgets.
Handle student, faculty, and staff information confidentially and with discretion
Education: Bachelor's degree or a high school diploma and at least three years of related experience in an institution of higher education, preferably in a chairperson's or dean's office.
The incumbent must have a good sense of organization, the ability to perform multiple tasks simultaneously, and the ability to prioritize competing demands.
The incumbent must be able to maintain calm under pressure and during periods of increased and/or heavy demand
The incumbent must be able to work collaboratively and interact with multiple levels of staff and administration while also being able to effectively, assertively, and professionally interact with and manage student inquires and requests.
The incumbent must demonstrate typing and spelling competency with grammar and proofreading skills.
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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