Administrative Assistant Social Science/Graduate Social Science

About the role

The Social Sciences Administrative Assistant supports all programs within the department, specifically devoting 50% of time to the BSW and MSW programs. The assistant keeps official and department records, performs general secretarial and reception duties, and relieves department chair, directors, and faculty of clerical and administrative work.

Responsibilities

• Provides assistance to the International English Program, faculty who teach in the International Studies program, and related clubs and organizations such as the Model United Nations and Model Arab League.
• Screens incoming calls and correspondence and responds independently when possible.
• Serves as receptionist for department (by telephone and in person).
• Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
• Manages records such as official syllabi, classroom handouts, exams, department meeting minutes, class rosters, grade reports, mass mailings and Human Subject Research Forms.
• Affords assistance to faculty with the preparation of administrative forms and compliance with administrative policies and procedures, including forms and records relating to the BSW and MSW field experience.
• Takes and transcribes dictation and composes and prepares minutes of departmental meetings, including advisory board and teaching circle meetings.
• Prepares confidential correspondence, reports, and other complex documents, such as accreditation documents for BSW and MSW.
• Creates and maintains database and spreadsheet files (including fields relating to exchange partners and field placement) as directed by department chair and program directors.
• Arranges complex and detailed travel plans and itineraries, and compiles documents for travel-related meetings.
• Affords assistance to faculty with filing expense reports and absence from campus forms.
• Affords assistance in the student advising process by maintaining student files and advisee assignments, maintaining lists of majors and tracking first-time/full-time freshmen for retention.
• Affords assistance in the student registration process by entering overrides that have been approved by the department chair.
• Enters the department’s schedule of courses and tracks enrollment throughout the registration period.
• Orders and maintains office supplies and equipment, laboratory and classroom supplies and equipment, recruitment supplies, and manages department storage areas.
• Affords assistance to faculty with problems related to classroom and office space and equipment, including computers.
• Captures and coordinates honoraria and expense reports for guest speakers.
• Affords assistance with student department clubs.
• Maintains department bulletin boards.
• Handles all incoming and outgoing mail in a timely manner.
• Submits URM, Website, IT, and Physical Plant forms as needed.
• Responsible for recruiting, training, and supervising of student workers.

Qualifications

• High School diploma or GED required.
• One year certificate in secretarial/office management from accredited college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.
• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills

• Ability to read and comprehend relevant instructions, short correspondence, and memos.
• Ability to write relevant correspondence.
• Ability to effectively present information in one-on-one and small group situations to students, faculty, staff and members of the public.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to define problems, collect data, establish facts and draw valid conclusions.
• Ability to presents facts to faculty for departmental response.
• Ability to deal with a variety of information presented in oral or written formats.
• Ability to deal with non-verbal behavior in assisting with problem resolution.
• Ability to effectively communicate orally (in person and by telephone) and in writing.
• Ability to effectively operate a computer (prefer Microsoft Word, Excel, Access, e-mail and internet skills).
• Ability to use (or quickly learn) the Purchase Order, Student Data, Scheduling, Assessment and other software systems.
• Ability to effectively use a variety of office machines (such as scanner, photocopier/fax, multi-line telephones, etc.).
• Ability to multi-task, yet maintain close attention to detail and timeliness of work production.
• Ability to maintain highest level of confidentiality; and ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public).

Physical Demands/Work Environment

• While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear.
• The employee frequently is required to sit.
• The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch.
• The employee must occasionally lift and/or move up to 20 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• The noise level in the work environment is usually moderate.