Administrative Assistant, School of Business and Leadership, Department of Economics and

DePauw University is an Equal Employment Opportunity Employer: Women, members of underrepresented groups, and persons with disabilities are encouraged to apply.

Position will remain open until filled.

Please go to University Profile for more information about DePauw.

POSITION SUMMARY

The Administrative Assistant provides general administrative support for the dean, chairs, program directors, center directors, faculty and staff of the School of Business and Leadership and to the Department of Economics and Management, the Department of History, and to the Business Interdisciplinary Program and any programs and centers which they may direct. Work is to be prioritized by or in consultation with the dean.

During summer months, the Administrative Assistant may be asked to provide administrative support to other departments and programs in the Academic Affairs division, by or in consultation with the dean.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Provide general administrative support, including answering and routing calls and emails; greeting visitors and students and referring them to appropriate offices and information sources; conducting general filing and record keeping; preparing, copying, and distributing short correspondence, memos, and other paperwork.
• Plan, organize, and execute in-person and remote meetings take meeting minutes and prepare formal meeting notes at the conclusion of meetings, as required.
• Maintaining unit calendars, rosters, and directories; coordinating supplies and maintenance for office equipment and department facilities as needed, etc.
• Track and monitor school, department, program, and center budgets as assigned and make budget managers aware of budget balances and discrepancies.
• Assist with accounting matters, including reconciling commercial credit card(s), requisitioning payments, and billing student accounts for miscellaneous classroom purchases.
• Maintain and add content to school, departments, programs, and centers web sites as directed.
• Coordinate arrangements for guest speakers or other school, departmental, and center events including preparing and posting invitations/announcements, reserving rooms, arranging meals/catering, ordering audio/visual equipment, assisting visitors with travel arrangements, and requesting expense reimbursements/honoraria as needed.
• Maintain the dean's calendar, schedule appointments and meetings for the dean; proactively manage the calendar to include requirements of the dean's external activities, including stakeholder relationships and community events.
• Manage and coordinate travel preparations for the dean which includes making arrangements and preparing and coordinate travel itineraries. Handle complex change situations as they arise, including rerouting travel, changes in accommodations, or last-minute changes in event schedules.
• Prepare and process the dean's travel and expense claims and allowances in compliance with University Policy; remain current on knowledge of all policy requirements.
• Manage the dean's correspondence and follow - up; respond, forward and prioritize email as appropriate. Manage correspondence to track workflow and action requests that require follow up.
• Coordinate activities related to faculty and staff searches including coordinating interview schedules and itineraries, making logistical arrangements for meetings, assisting with accommodations and travel, etc.
• Hire, schedule and supervise student employees, and approve their timecards.
• Provide support for courses as requested, including scanning/copying and uploading course materials, assisting with/troubleshooting classroom logistics, and making arrangements for student field trips, etc.
• Provide general assistance for/to student organizations affiliated with the school, departments, programs, and centers.
• Maintain security and confidentiality of information in accordance with all applicable policies and laws.
• Other duties as assigned.

POSITION QUALIFICATIONS

• Accountability - Ability to accept responsibility and be accountable for actions.
• Accuracy -- Ability to perform work accurately and thoroughly with attention to detail.
• Adaptability -- Ability to adapt to change in the workplace and succeed in different environments and situations.
• Communication, Oral - Ability to communicate effectively with diverse audiences.
• Communication, Written - Ability to communicate in writing clearly and concisely.
• Confidentiality -- Ability to maintain utmost confidentiality concerning details of discussions and correspondence.
• Customer Oriented - Commitment to providing exemplary experiences to faculty, staff, students, and visitors through all interactions and the ability to take care of customers' needs while following University procedures.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Diversity Oriented - Commitment to valuing a variety of different experiences, encouraging input and collaboration from campus stakeholders, including being mindful of experiences related, but not limited to: age, gender, race, ethnicity, religion, socio-economic status, LGBTQ, and/or job type.
• Interpersonal - Ability to get along well with a variety of personalities and individuals and collaborate effectively with internal and external stakeholders.
• Judgment - Ability to formulate a sound decision making process using the available information.
• Organized -- Ability to create systematic and efficient methods of performing a task.
• Problem Solving - Ability to identify issues, find solutions, and deal proactively with work-related problems.
• Relationship Building - Ability to effectively build relationships with customers and co-workers.
• Self-Motivated - Ability to be internally inspired to perform a task to the best of one's ability using his or her own drive or initiative.
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.

Education : High School Graduate or General Education Degree (GED) required.

Experience : At least three years of related administrative experience; experience in higher education or other educational institution preferred.

Computer Skills : Advanced experience in Microsoft Office products with emphasis in Word and Excel required (MS Word - edit documents, create templates, and automate the creation of tables of content, MS Excel - running and creating functions, creating pivot tables, and charts. Proficiency with web-based applications including the Google Suite and Zoom, and willingness and ability to learn University-specific and discipline-specific software required.

Communication: Strong verbal and written communication skills.

Math Ability: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Other Requirements : Ability to work independently, with frequent interruptions, and with handling multiple deadlines. Ability to remain calm in stressful situations. Ability to analyze issues and situations, trouble shoot and problem solve independently and as part of a team.