Administrative Specialist - Academic Deans' Office

Administrative Specialist - Academic Deans' Office
University of Puget Sound
Job ID: 6697
Location:  
Full/Part Time: Full Time
Regular/Temporary: Temporary

Staff Posting Details
Appointment: 1 year, 0.75 FTE appointment

Position Summary:

The Administrative Specialist provides instrumental support to the Academic Deans' Office by providing outward-facing reception, customer service, and event and organizational support. Responsibilities include coordinating schedules and meetings, maintaining office and campus records, and assisting in the planning, publicity and management of logistics for events in Academic Affairs.

Essential Job Functions and Responsibilities:

Provide excellent customer service and front-desk reception to those who call, email, or enter the office. Maintain calendars and appointments for Dean of Graduate Studies, Dean of Faculty Affairs, Associate Dean for Experiential Learning and Assistant Dean for Operations & Technology. Provide support to Institutional Research with calendaring, mail distribution, and other basic administrative support as needed. Provide support for the Faculty Development Center. Maintain office records and procedures, and assist in developing effective methods of maintaining records. Coordinate and manage logistics for campus events hosted by Academic Affairs, including Daedalus, Regester, Dean's List Reception, Academic Convocation, Commencement, Fall Faculty Dinner, Retirement Reception, workshops, and other events as needed. Maintain facultycoms and monitor electronic communications on behalf of Academic Affairs. Update office documentation (e.g., application forms, reimbursement forms, etc.) on an annual basis, both in hard copy and digitally, and ensure that all materials remain up to date. Track ADO Operations expenditures. Review Procurement card statements for Academic Deans' Office. Support Fiscal Year End tasks for Academic Deans' Office. Other duties as needed.

Supervisory Responsibilities: Supervise student staff (Academic Publicity Team).

Qualifications:

Bachelor's degree preferred; high school diploma or equivalent required. 2 or more years of customer service or administrative experience required. Commitment to liberal arts education in an undergraduate, residential environment. Strong interpersonal and intercultural communication skills. Strong organizational, planning, and time management skills. Strong attention to detail and accuracy. Previous experience planning, coordinating and executing events preferred; interest in event planning and management required. Strong technical skills - e.g., Excel, Word, Publisher, Canva and online forms. Previous experience with Outlook calendar or Google calendar for multiple schedules required. Demonstrated ability to work with diverse populations. Ability to respectfully work, communicate and provide leadership within a diverse campus community.

Compensation and Benefits: The anticipated pay rate for this position is $20 per hour. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

Puget Sound offers a generous benefits package. For more information, visit: https://pugetsound.edu/human-resources/benefits

Application Deadline: Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

Required Documents:

Resume Letter of Interest

Applications submitted without the required attachments will not be considered.

All offers of employment are contingent on successful completion of all required background checks. All new hires will be required to submit proof of current COVID-19 vaccination (including booster) or receive an approved medical or religious exemption from the university.

Diversity Statement:

We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives. We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community. We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.

Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversity

The University of Puget Sound is an equal opportunity employer.


How to Apply
For complete job description and application instructions, visit: www.pugetsound.edu/employment

About Puget Sound
Puget Sound is a selective national liberal arts college in Tacoma, Washington, drawing 2,600 students from 48 states and 20 countries. Puget Sound graduates include Rhodes and Fulbright scholars, notables in the arts and culture, entrepreneurs and elected officials, and leaders in business and finance locally and throughout the world. A low student-faculty ratio provides Puget Sound students with personal attention from faculty who have a strong commitment to teaching and offer 1,200 courses each year in more than 40 traditional and interdisciplinary fields, including graduate programs in occupational and physical therapy and in education. Puget Sound is the only nationally ranked independent undergraduate liberal arts college in Western Washington, and one of just five independent colleges in the Pacific Northwest granted a charter by Phi Beta Kappa, the nation’s most prestigious academic honorary society. Visit "About Puget Sound" (http://www.pugetsound.edu/about) to learn more about the college.

As a strategic goal and through our core values, University of Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. EOE/AA



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