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

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:

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

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, transfer 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 timecards.
• Order office supplies, educational materials, forms (including Scantrons), and copy paper as needed.
• Schedule and track the disposal of old documents through the College’s shredding service.
• Register AEFIS faculty members for conferences and assist in travel planning.
• Serve as office co-manager of the faculty suite with the Administrative Assistant of the Management, Marketing, and Operations (MMO).
• 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 AEFIS Industry Contact Reports.
• Provide support for the College’s Assessment and Accreditation processes.
• 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 Board, 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.
• Assist with the administration of the College’s Mini MBA and Short Courses.
• Serve on College and University committees as directed.
• Other administrative duties as required and needed.
• Provide the following support for the Aviation Business Administration Doctoral program:
  • Submit expense reports and maintain budget records for the Doctoral cost center.
  • Work with University IT to maintain the Doctoral program website.
  • Facilitate creation and distribution of marketing materials including flyers, email, and advertising for outside sources.
  • Respond to Doctoral Program inbox emails and telephone calls. Follow up with applicants on their questions and provide feedback.
  • Help with the Doctoral Residency including agenda, logistics, guest speakers, poster presentations, etc.
  • Serve on the Doctoral Program Committee to schedule meetings, arrange interviews with the applicants, and maintain meeting minutes.
  • Coordinate with applicants and Graduate Admissions to update application progress through the system.

• 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.

Qualifications

Required Qualifications:

• Minimum of an associate 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.
• Strong interpersonal 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 is preferred.

Application Instructions:

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