Administrative Assistant to the Dean of HSSI- FT

Position Summary:

Mount Mary University is seeking an individual to provide FULL TIME administrative and technical support to the Dean of the School of Humanities, Social Sciences, & Interdisciplinary Studies. This person is responsible for maintaining a harmonious flow of persons and communications to and from the Dean's office while performing a wide variety of clerical and office management functions for eight other department offices. Support for the Dean is a full-time position. This person must be able to work independently on multiple, diverse projects and contribute to the realization of the University's mission.

Primary Responsibilities:

Duties include, but are not limited to, the following:

• Maintain a welcoming and supportive demeanor to aid faculty and students in a collaborative and collegial environment. This position requires diplomacy, proactive thinking, and calm action in assisting the Dean, Chairs, faculty, and students of the Schools using multiple communications media including phone and email.
• Coordinate and facilitate communications between the Dean's office and the departments that are part of the Schools and other Mount Mary departments and Schools.
• Process and manage the flow of all part-time faculty and over-load contracts. Facilitate effective communication with Human Resources as well as part-time faculty.
• Operate Microsoft Office software to generate the following: letters, memos, reports, spreadsheets, forms, and labels, in addition to calendar management for the Dean.
• Use Jenzabar software to compile reports and complete queries and data entry, as needed. Facilitate the use of technology to improve workflow and data collection and management in collaboration with IT.
• Organize and maintain records and files establish and maintain confidential office files for Dean and two other departments.
• Support Dean for student-directed communications regarding probation and dismissals in collaboration with all other Deans and Registrar.
• Coordinate with MMU Marketing department to act as content manager for the website for the Schools under the direction of the Dean and the Department Chairs.
• Act as liaison to IT, Public Safety, and Buildings and Grounds departments to report and monitor online work orders on behalf of the Dean and department faculty until the work order has been resolved.
• Collect and deliver campus mail, and facilitate bulk mailings.
• Manage and track school and department budget expenditures, reconcile expense reports for Dean and Chairs, prepare check requests, and monitor budgets to ensure correct accounting debits and credits.
• Support Dean and Chairs before, during, and after special events. This may include preparing invitations, announcements, certificates, display information, managing catering and space reservations, and completing any follow-up correspondence.
• Prepare meeting agendas and maintain minutes for Deans All School and Chairs meetings.
• Monitor and/or purchase additional or replacement supplies as needed or directed.
• Support Dean and IR with core assessment process.

Skills and Experience:

• A. degree or equivalent is strongly preferred.
• Minimum of 3 years of administrative experience working in an administrative support role with the ability to work with modest supervision.
• Ability to independently regulate workflow and prioritize tasks to support competing deadlines and workflow to satisfy three entities.
• Strong, customer service orientation with sincere desire to assist faculty and students.
• Outstanding written and verbal communication skills. Attention to detail.
• Able to demonstrate poise and professionalism under stress. Cooperative, friendly, and professional manner.
• Ability to maintain strict confidentiality and professional demeanor.
• Commitment to working as a team member and working with diverse constituencies and within tight timeframes.
• Excellent interpersonal skills and ability to build relationships with other University academic and support services departments.
• Excellent computer skills in Microsoft Office and ability to learn new software as needed, such as Adobe DC or Fox It Phantom PDF and proficiency in Jenzabar preferred. Proficient in all aspects of Outlook
• Flexibility in schedule to support special events on an occasional basis.

Qualifications:

• To perform this job successfully, an individual must be able to perform each primary duties satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform primary functions.

Physical Demands:

• May be required to lift up to 20 lbs.
• Must reach, bend, stoop, lift
• Must sit, walk or stand
• Some repetitive motion may be required

Working Conditions:

• Can be scheduled for up to 40 hours a week
• Varying workflow; sometimes stressful with high workload times of the year
• Complete work required within a limited space
• Complete work required within a limited time

Mount Mary University encourages applications from all qualified candidates and is vitally committed to all aspects of diversity, equity, and inclusion. We welcome and encourage applications from qualified candidates and all will receive consideration for employment regardless of race, color, religion, sex, national origin, age, ethnicity, pregnancy, disability, genetic information, or any other groups protected by law. Mount Mary seeks to hire and retain personnel who will make a positive contribution to its mission, vision, and values.

For more information about diversity, equity, and inclusion at Mount Mary please visit http://www.mtmary.edu/about/diversity

For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.

https://www.applicantpro.com/j/2679586-459517