Administrative Assistant for Accounting, Economics, Finance, and Information Sciences (AEFIS)

Job Description

Embry-Riddle Aeronautical University is now hiring an Administrative Assistant at the O’Maley College of Business for the Accounting, Economics, Finance, and Information Sciences (AEFIS) Department and Graduate Degree Programs.

Responsibilities include the following:

• Maintain AEFIS academic documents such as syllabi, course outlines, faculty office hours, class and office hour cancellations, course monitor lists, Campus Solutions enrollment reports for AEFIS 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 AEFIS 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 AEFIS faculty members for conferences and assist in travel planning and completion of expense reports.
• Serve as office co-manager of the faculty suite with MMO 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 MMO Department cost center.
• Collect, submit and maintain AEFIS Corporate Interaction Reports.
• Assessment and Accreditation support. Work with AEFIS faculty to gather data and generate relevant reports.
• Attend AEFIS 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 Aviation Business Administration PhD program:
  • Coordinate with applicants and Graduate Admissions to update application progress through the system.
  • Work with the PhD committee to schedule meetings and arrange interviews with the applicants.
  • Help with the PhD Residency including agenda, logistics, guest speakers, poster presentations, etc.
  • Respond to PhD inbox emails and telephone calls. Follow up with applicants on their questions and provide feedback
  • Facilitate creation and distribution of marketing materials including flyers, email, and advertising for outside sources.
  • Work with University IT to maintain PhD program website.
  • Submit expense reports and maintain budget records for PhD cost center.
  • Serve on O’Maley College of Business Doctorate committee and record meeting minutes.
• Provide the following support for O’Maley College of Business Master’s program:
  • Assist Program Coordinator with creation and distribution of marketing materials – i.e. flyers, email, and advertising for outside sources.
  • Assist Dean’s Administrative Assistant and Graduate Student Assistants with planning Master’s Program Orientations, Road Shows, and End-of-Semester Socials.
  • Assist Program Coordinator and Graduate Student Assistants with events and meetings by reserving rooms, arrange catering, and sending calendar invites.
  • Hire graduate student assistants, graders and tutors.

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.