Administrative Assistant, School of Arts, Humanities and Social Sciences

Job Summary

Performs administrative assistant duties that directly relate to faculty success and student services. Responsibilities include serving as the initial contact for multiple academic departments, scheduling and planning functions; recording, organizing and archiving documents and data; assisting with the generation and distribution of communications to students (current and alumni), and responding to general inquiries. Performs most duties on an independent and unsupervised basis while supporting the work of the Senior Administrative Assistant.

This position requires 40 hour weeks (8:00-4:30) Monday – Friday, and works 10 months out of the year (August – May).

Salary Grade

Essential Functions

• Uses databases and spreadsheets of data to analyze and assist in summarizing and synthesizing course evaluation materials, survey results, recruiting efforts, etc. and creates and tracks surveys using online tools (e.g., Qualtrics).
• Creates, collaborates on, and distributes various forms of communication used for marketing and information dissemination, including written materials, letters, reports, mailings, marketing materials, newsletters, posters, slides, signs, and flyers (using applications including Microsoft Office and social media platforms), and maintaining web pages and the campus directory through communication with Marketing and Communications.
• Assists in planning events by organizing information and communicating with students and faculty through oral, written, and electronic formats, and assists with related tasks.
• Tracks all budget expenditures by maintaining spreadsheets for various accounts and coordinates timely payment of invoices. Processes petty cash and/or check reimbursements and coordinates timely payments using University applications (e.g., Self-Service).
• Maintains and updates electronic files and online information (e.g., web pages, directory entries, Blackboard, etc.) and uses systems to generate reports of students and courses, including assisting faculty with course setup and proctoring of make-up exams.
• Uses online scheduling tools (e.g., Outlook) to coordinate School events and schedule meetings, including virtual meetings (e.g., Zoom, Teams, etc.).
• Handles room and event scheduling, including catering orders and room reservations using online systems (e.g., Catertrax, EMS, etc.).
• Uses Microsoft Office and document conversion and sharing applications, such as Adobe Acrobat, OneDrive, and Google Docs.
• Learns and utilizes campus resources and maintains contact with individuals from across campus, including Academic Affairs, Admission, Advising, Conference and Event Services, Business and Finance, Equity & Inclusion, Information Services, Institutional Advancement, Marketing and Communications, Student Affairs, and Registration and Records.
• Looks after designates area spaces and bulletin boards by keeping all information current, designing new materials periodically, and posting announcements from other areas when appropriate.
• Fulfills general office tasks, such as ordering and inventorying supplies, working with Central Printing on large copying projects, and distributing mail.
• Maintains excellent working relationships with faculty, staff, and students.
• Demonstrates a strong commitment to continuous improvement.
• Supports the University’s mission, vision, and values.

Other Duties and Responsibilities

• Performs other duties as assigned.

Minimum Qualifications

• Excellent organizational skills, and interpersonal, oral, and written communication skills.
• Ability to perform multiple tasks, work well under pressure, and work independently.
• Willingness to learn. Training will be provided for university-specific applications such as Colleague and Blackboard.
• Proficient in Microsoft Office, Adobe Acrobat, OneDrive, and Google Docs.
• Willingness to adjust work hours to accommodate altering activity levels during the year.
• Web proficiency, including use of social media platforms.
• High school degree.

Preferred Qualifications

• Bachelor’s degree.
• Familiarity with database management.
• Experience working in higher education or in another academic setting.
• Two or more years of previous administrative assistant experience.

Working Conditions/Physical Requirements

Employee is subject to indoor work, protected from weather conditions. Work is sedentary in nature and involves exerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently/constantly in order to lift, carry, push, pull or otherwise move objects.

Work Hours

Position requires 40 hour weeks (8:00-4:30) Monday – Friday, and works 10 months out of the year (August – May).

Posting Date

03/13/2023

Closing Date

Open Until Filled

Yes

Special Instructions to Applicants

Elmhurst University is a leading institution of higher education that seamlessly blends liberal learning and professional preparation to help students reach their full potential. Elmhurst University offers more than 70 undergraduate majors, 15 graduate programs, degree-completion programs for busy adults, and the acclaimed Elmhurst Learning and Success Academy for young adults with developmental disabilities. Elmhurst University is one of the Top 10 Colleges in the Midwest, according to U.S. News & World Report; and U.S. News, Money and Forbes magazines consistently rank Elmhurst as one of the Midwest’s best values in higher education.

Recruiting and retaining a diverse workforce is a critical component of the University’s mission, vision and core values. Our commitment stems from the belief that an institution of higher learning is enriched by the presence of diversity. Elmhurst University is an EO Employer. Elmhurst University prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, national origin, gender, sexual orientation, religion, age, creed, ancestry, veteran status, marital status, disability, or any other characteristic protected by law.

Direct Link to this Posting
https://elmhurst.simplehire.com/postings/2079