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Administrative Assistant

Employer
Embry-Riddle Aeronautical University
Location
Arizona, United States
Salary
Salary Not Specified
Posted Date
Dec 5, 2022
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Job Description

About Embry-Riddle Aeronautical University:

Embry-Riddle Aeronautical University is an independent, culturally diverse institution providing quality education and research in aviation, aerospace, engineering, and other related fields with residential campuses located in Daytona Beach, Florida and Prescott, Arizona. The University's Worldwide campus provides educational opportunities online and at approximately 130 locations throughout the United States, Asia, Europe, and Central/South America.

As the largest and most comprehensive aviation and aerospace-focused university in the world, Embry-Riddle is a unique institution. Over the past 90 years, the University has evolved with industry to break new ground and produce top-level graduates who serve the ever-changing needs of aviation and aerospace and other STEM-related disciplines. Embry-Riddle offers programs in seven primary fields of study including: Applied Science; Aviation; Business; Computers and Technology; Engineering; Safety, Security, and Intelligence; and Space.

For Academic Year 2021-22, there were over 11,100 undergraduate, graduate, and doctoral students that attended the University's residential campuses and approximately 20,195 students in total enrolled with the University around the world.

The Opportunity

The Assistant to the Dean works with the Dean to assist with multi-varied administrative and clerical duties of the office, and other necessary tasks associated with the daily operation of the College. Like all positions throughout the College, the Assistant to the Dean supports and is an important component of the cohesive team of students, faculty and staff serving the educational and research mission of the College.

Reporting directly to the Dean, the Assistant to the Dean is a primary representative of the Dean who supports the cohesiveness of the faculty, students, and the staff, thinking proactively, identifying and prioritizing, and addressing the needs on an ongoing basis.

The following are examples of typical duties.

Manages and maintains Dean’s schedule, including scheduling travel and conferences, making appointments, and making changes to appointments. Acts proactively, meets deadlines, and communicates effectively. Facilitates internal communication, i.e., agendas, newsletter, calendar invites, presentations. Handles all Travel Requests for the Dean, processes Travel Authorization forms, makes travel arrangements via Axiom, Odyssey Travel Services, online, or via telephone for Dean, and Dept. Chairs when time allows.

Provides high-quality administrative and clerical assistance to the Dean and Dept. Chairs (as time allows) in a timely and professional manner. Handles all conventional correspondence, travel, schedules, and administrative and financial support activities. Maintains confidentiality and discretion regarding college business and files. Attends College Leadership Team meetings, takes, prepares and electronically files meeting minutes. Arranges lodging for visitors and interviewing candidates. Processes post-travel and non-travel expense reports. Requests and files post-travel trip reports. Works with College leadership team in fulfilling College goals and College activities.

Provides Budget Management support, prepares monthly reports for analysis and review with the Dean. Examination of budget and ongoing review of spending, annual allocation of funds, budget transfers, journal entry changes.

General office duties: Maintenance of all office equipment includes ensuring all are in good, clean, working condition, using ability to troubleshoot malfunctions of equipment, including copiers, printers, fax machine, and breakroom appliances). Office supplies responsibility includes anticipating office needs and evaluating new office products. Also maintain inventory of office supplies, equipment, toner, paper, Scantron forms, etc. Open, sort, and distribute correspondence, including email, faxes, interoffice mail, postal mail, and packages. Responsibility to the building includes submitting work orders for janitorial, HVAC, plumbing, etc.

Supervises support staff/student workers. Hires, Supervises, Mentors, Trains, and Terminates student office assistants. Training includes office equipment, policies/procedures, IT access, expectations.

Planning and Organizing College events requiring scheduling, catering requests, facilities setup/teardown, printing, event approval forms, etc.).

Ensures Book Adoptions are turned in by faculty in a timely manner.

Maintains database of all employees of the College.

Point of contact with faculty, visitors, students, parents. Exercises discretion and confidentiality with sensitive information. Ensures compliance with university regulations and fiscal propriety. Abides by FERPA. Refers to APPM administrative policies & procedures to ensure compliance.

Qualifications

Required Education:

High school (or GED) level ability in spelling, grammar, basic composition and math

Required minimum number of years work related experience:

3-5

Preferred Knowledge, Skills & Abilities:
  • Proven work experience as an Administrative Assistant, or similar role.
  • Excellent supervisory, organizational, and training skills.
  • Excellent communication, presentation, analytical, and problem-solving skills.
  • Skilled in organization and coordination of complex projects.
  • Word processing and technical expertise in: Microsoft Outlook, Word, Excel, Publisher, OneDrive (Store and Access documents), PowerPoint, SchedulER, WorkDay, Campus Solutions (Student Information), Work Orders to organize meeting setup, office moves, transfer of).
  • Demonstrate commitment to cultural diversity and ability to work with individuals or groups with diverse backgrounds.
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