Administrative Assistant, School of Business

Department Specific Responsibilities

• Manages front desk matters such as answering calls, walk-ins, etc.
• Creates and updates email distribution lists as needed.
• Designs and creates Qualtrics surveys for AACSB data collection and reporting every semester.
• Attends and arranges faculty committee meetings, record meeting minutes for Student Engagement and Quality in Teaching committees and others as requested.
• Sorts and distributes mail, copy, and fax documents, as requested.
• Responds to students' questions, concerns, and needs for the Student Engagement, including KEY trips and student clubs.
• Maintains Student Engagement (SE) Canvas page with accurate and timely information of all business school students.
• Serves as a liaison to student clubs and organizations and student life, providing support to student officers and their faculty advisors.
• Provides proactive engagement and consistent messaging to current students primarily through Canvas SE page and digital outreach.
• Affords support processing internship paperwork (electronically or paper).
• Maintains and provides students with accurate information on School of Business tutors.
• Designs and launches social media promotions for all programs.
• Affords support with the execution of print, email, SMS and telephone outreach and marketing promotion.
• Provides support processing website updates and maintenance dean's office pages and directories.
• Executes mass mailings from the dean's office i.e., dean's list letters, MBA and MPM direct admit letters.
• Collaborates with the Media and Marketing Office in the creation and updating of marketing material.
• Collects, organizes, designs, and digitally distributes School of Business newsletter content.
• Sets up and manages School events in the Whale calendar.
• Requests alumni mailing lists as needed for content distribution.
• Gathers, reviews, and ensures course syllabi meet current requirements and request corrections from faculty as needed.
• Oversees textbook and desk copy ordering processes ensuring that faculty orders are submitted, facilitating as needed.
• Maintains School of Business-related documents in TEAMS.
• Provides assistance to faculty as needed.

General Responsibilities

• Provides administrative support to a department or group of professionals, exercising confidentiality, tact and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compiles data for expense and statistical reports.
• Screens and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
• Schedules and confirms appointments, meetings, and travel arrangements; tracks expenses.
• Participates in the development and implementation of administrative standards, policies and practices for the organization.
• May perform other duties related to maintaining an internal website and/or working with social media.

Skills Required

• Excellent organizational skills.
• Demonstrates ability to maintain confidential information.
• Strong verbal communication and listening skills.
• Demonstrates excellent judgment and decision making skills.
• Able to simultaneously handle multiple priorities.
• Maintains composure under pressure.

Preferred

• Proficient in MS Office Suite.
• Experience with digital content creation.