University of Charleston

Posted March 18, 2020

Administrative Assistant to the Dean 

School of Business & Leadership, University of Charleston

 

JOB DESCRIPTION:

The Administrative Assistant works directly under the supervision of the Dean of the School of Business & Leadership, providing primary administrative support for the Dean, graduate business programs, and undergraduate business programs. The position may also provide broader support for leadership programs as needed. Candidate must abide by strict confidentiality requirements, work effectively and efficiently with students, faculty, and staff in a fast-paced environment, and successfully initiate, execute, and complete multiple projects in a timely and efficient manner.

 

ESSENTIAL FUNCTIONS/RESPONSIBILITIES OF THE POSITION:

  • Communicate effectively with students, faculty, staff, and visitors to the School.
  • Planning and coordination with University food service, audio-visual, admissions, and other internal and external constituencies to plan and implement events such as recruitment visits, applicant interviews, open-house events, convocations, awards and honors, graduate hooding ceremonies, graduate receptions, student orientations, etc.).
  • Prepare sensitive office communications and abide by strict confidentiality requirements and expectations.
  • Maintain up-to-date documentation for office budgets, generate and execute check requisitions, purchase orders, reimbursements, recurring vouchers, expense reports for faculty, and reconciliation of departmental purchase/debit cards.
  • Work closely with program directors to create class schedules in Colleague and archive final copies for each semester/term.
  • Supervise work study students and approve their timesheets.
  • Schedule School, Department, and committee meetings (via WebEx as needed), prepare meeting minutes in a timely fashion, disseminate correspondence, and maintain a database of all past minutes.
  • Order and maintain supplies for the department (copy paper, toner and other office supplies).
  • Fulfill all administrative duties related to teaching evaluations for professors each semester to ensure professors, the Dean, and Provost have teaching evaluation results for each course every semester.
  • Serve as the primary liaison for textbook ordering for courses, professors, and adjuncts; maintain records to ensure textbooks orders are completed for all courses and sections.
  • Collect and maintain all faculty workload documents and employment-related application materials for new faculty to request overload and adjunct faculty contracts from the Provost’s office.
  • Create and maintain Excel documents for enrollment by program and grade distribution for all faculty and programs.
  • Coordinate meetings and documents for School Advisory Committee meetings, including the Business Advisory Committee and Financial Planning Advisory Committee.
  • Collect and maintain information/data and prepare reports for student and institutional files, including reports for ACBSP accreditation, CFP Board approval, assessment, program evaluations, curriculum changes, and other reporting for the School.
  • Develop and maintain online MBA student pathways in the Student Planning Module to assist with MBA student advising and the scheduling of MBA course offerings.
  • Assist graduate and undergraduate business faculty and students with academic advising, academic program evaluations, registration, and student schedule changes.
  • Maintain, update, and retain prospective students lists and communicate with MBA applicants to provide and request necessary documents during the recruiting and admissions process.
  • Review files for accepted MBA students, create and send acceptance letters with registration forms, and register MBA students.
  • Provide evening administrative support for MBA faculty and students for weekly in-seat sessions and online synchronous sessions.
  • Gather information and create reports documenting students’ mid-term academic difficulties; prepare/disseminate notices to students and advisors for students with academic difficulties.
  • Provide all necessary documents and communications for new faculty searches, onboarding of new faculty, and cessation of employment when faculty retire or exit the university.
  • Assist program directors and faculty with recruiting meetings for prospective students.
  • Maintain a current database of all course syllabi each semester.
  • Maintain Outlook calendars with appointments, scheduling of meetings, and task lists to assist Department Chair, Dean, and faculty members as directed.
  • Create Dean’s list certificates and order recognition plaques for outstanding graduating seniors for the Honors Convocation and for other recognitions/honors as needed.
  • Maintain schedule/calendar for use of the business department conference room.
  • Copy tests, help with grading objective portions of tests, and provide administrative support to faculty members as needed.
  • Work closely with professors to proctor make-up tests as needed.
  • Maintain credentials to administer the MS Office certification exams and the comprehensive assessment exam to graduating seniors each semester.
  • Order name badges, business cards, and other supplies for faculty.
  • Maintain faculty mailboxes, disseminate mail and coordinate departmental mailings.
  • Responsible for keeping the School bulletin boards/monitors updated with current information, graphics, and pictures and make social media posts as appropriate to the School accounts.
  • Keep the office area and main business classrooms in order and professional.
  • Provide administrative assistance with planning and implementation of the international practicum for the MBA program.
  • Other duties as assigned by the Dean and business program leaders.

 

QUALIFICATIONS/REQUIREMENTS:

  • Associate’s degree or Bachelor’s degree is preferred.
  • Minimum of 3 years’ experience working in a high-volume, fast-paced work environment is highly desired.
  • Excellent typing and organizational skills, detail-oriented, and the ability to multi-task is a must.
  • Proficient use of MS office products (Word, Excel, Outlook, PowerPoint, and Access) is required.
  • Applicant must be dependable, demonstrate good work ethic, have a customer-service orientation and work cooperatively in a team environment.
  • The ability to set priorities, take initiative and work with minimal direction to complete tasks/projects, and exhibit the ability to maintain high professional standards.
  • Data entry with access to sensitive and confidential student information.
  • Adhere to strict student confidentiality policies and procedures.
  • Occasional evening and weekend work is required.

 

Review of resumes will begin immediately and continue until the position is filled.

Interested applicants should submit a letter of interest, a current resume, and the names of three professional references with contact information (including email address if available) to:

University of Charleston
Scott Bellamy, Dean of the School of Business and Leadership
2300 MacCorkle Ave. S.E.
Charleston, WV  25304
scottbellamy@ucwv.edu

 

The University of Charleston is an Equal Opportunity Employer