Administrative Assistant, O'Maley College of Business

Employer
Embry-Riddle Aeronautical University
Location
Florida, United States
Salary
Salary Not Specified
Posted
Jul 07, 2021
Employment Level
Administrative
Employment Type
Full Time
Job Description

Embry-Riddle Aeronautical University is now hiring an Administrative Assistant at the O’Maley College of Business for the MMO Department, Center for Entrepreneurship, and Professional Education Programs.

Responsibilities include the following:

  • Maintain MMO academic documents such as syllabi, course outlines, faculty office hours, class and office hour cancellations, course monitor lists, Campus Solutions enrollment reports for MMO Department Chair, and independent course study forms. Maintain semester records, such as address lists and rosters. Maintain monthly college event calendar. Prepare and maintain textbook lists and records.
  • Hire and schedule student assistants, graders, and tutors for the MMO Department. Directly hire and supervise student employees, both undergraduate and graduate. Coordinate the submission and approval of student time cards.
  • Assist Business Manager and Administrative Assistants with ordering office supplies, educational materials, forms (including Scantron), and copy paper as needed.
  • Register MMO faculty members for conferences and assist in travel planning and completion of expense reports.
  • Serve as office co-manager of the faculty suite with AEFIS Administrative Assistant. Perform all necessary duties to keep faculty suite running efficiently, including facilitation of repairs to college equipment (copiers, computers, facilities, etc.), maintaining office supplies, providing office coverage in the Dean's suite as needed, and coordination of office assignments/moves.
  • Submit expense reports and maintain budget records for AEFIS Department cost center.
  • Collect, submit and maintain MMO Corporate Interaction Reports.
  • Assessment and Accreditation support. Work with MMO faculty to gather data and generate relevant reports.
  • Attend MMO Department meetings and record minutes. Attend Staff and College meetings when scheduled.
  • Facilitate departmental events and meetings by reserving rooms, arranging catering, and sending calendar invites.
  • Assist the Dean's Administrative Assistant in event planning for Business Leadership Council, College Retreat, Student Employment Appreciation Week, Graduation and other College of Business events as needed.
  • Assist Academic Advisors with College events such as Campus Showcase, Family Weekend, Open House, Etiquette Banquet, Awards Banquet, class visitors, and Living Learning Community events.
  • Assist Executive in Residence with reservations, meetings, and event planning.
  • Serve on College and University committees as directed.
  • Other administrative duties as required.
  • Provide the following support for the Center for Entrepreneurship:
  • Facilitate creation and distribution of marketing materials – i.e. flyers, email, and advertising for outside sources.
    • Contact potential marketing sources and coordinate material and distribution dates.
    • Work with University IT to maintain portions of Center for Entrepreneurship website.
    • Facilitate events such as Entrepreneurship Expo and meetings by reserving rooms, arranging catering, organizing supplies, and sending calendar invites.
    • Make travel arrangements for Director as necessary.
    • Communicate with potential attendees, answering questions and referring to others as necessary.
    • Recommend and purchase Center for Entrepreneurship materials, i.e. notepads, pens, folders, etc.
    • Hire and schedule student assistants for the Center. Attend regular staff meetings and record meeting minutes.
    • Maintain records and communication for Center for Entrepreneurship Board of Advisors.
    • Arrange bi-annual Board of Advisor meetings including materials, catering, invitations and meeting minutes.
    • Submit expense reports and maintain budget records for Center for Entrepreneurship cost center.
  • Provide the following support for the O’Maley College of Business Professional Education Programs:
    • Facilitate creation and distribution of marketing materials – i.e. flyers, email, and advertising for outside sources.
    • Contact potential marketing sources and coordinate material and distribution dates.
  • Facilitate maintenance portions of proed.erau.edu website.
  • Arrange catering and prepare course materials needed for O’Maley College of Business Professional Education courses.
  • Responsible for print work related to professional education courses, such as course materials, agendas, name badges, etc.
  • Secure meeting space for professional education courses.
  • Make travel arrangements for instructors as necessary.
  • Respond to emails in the ProEd inbox. Communicate with potential attendees, answering questions and referring to others as necessary.
  • Maintain schedule of professional education courses over academic years.
  • Purchase course materials, i.e. notepads, pens, folders, etc.
  • Submit expense reports and maintain budget records for Short Course cost center.
  • Serve on O’Maley College of Business Professional Education committee and record meeting minutes.


Qualifications

Required Qualifications:

  • Associate's degree or completion of program of 18+ months after high school.
  • Minimum of 3-5 years of administrative experience.
  • Strong oral and written communication skills.
  • Excellent customer service skills.
  • Proficiency with Microsoft Office Suite, including Word, Excel, Outlook and PowerPoint.
  • Strong ability to multitask.


Preferred Qualifications:

  • Previous experience working within higher education.


Application Instructions:

  • To be considered, please include a resume and cover letter.

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