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Senior Administrative Assistant

Employer
Susquehanna University
Location
Pennsylvania, United States
Salary
Salary Not specified
Posted date
Oct 20, 2021

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Position Type
Executive, Other Executive
Employment Level
Administrative
Employment Type
Full Time
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Senior Administrative Assistant

About Susquehanna:
As a living, learning and working community, Susquehanna University affirms its commitment to being an engaged, culturally inclusive campus. As we seek to embody the rich diversity of the human community, we commit ourselves to the full participation of persons who represent the breadth of human difference. The university encourages candidates from historically underrepresented groups to apply. Susquehanna University is an Equal Opportunity Employer.

Susquehanna University is a national liberal arts college committed to excellence in educating students for productive, creative and reflective lives of achievement, leadership and service in a diverse, dynamic and interdependent world. Its more than 2,300 undergraduates come from 35 states and 22 countries, and all students study away through Susquehanna’s unique Global Opportunities program. Susquehanna University’s 325 acre campus, noted for its beauty, is located in Selinsgrove, Pennsylvania, 50 miles north of Harrisburg in the scenic Susquehanna River Valley, about a three hour drive from Philadelphia, Washington, D.C., and New York City. For more information, please visit https://www.susqu.edu.

Position Summary:
Job SummaryThe Senior Administrative Assistant, reporting to the Vice President for Marketing and Communications, will provide operational and administrative support for the Office of University Marketing & Communications. Specific Responsibilities
  • Coordinate production and distribution for mass correspondence to a variety of constituents using campus email distribution system. This includes maintaining the accuracy of the databases and updated uploads of data on the email distribution system.
  • Post event releases to the university website using the content management system, which includes utilizing Adobe Photoshop to prepare event-related images.
  • Create and manage a schedule to post events to the university's web calendar (that are not already entered through other systems) and to news media's online calendars. Also, may be called upon to email event releases to news media.
  • Write and proofread drafts of university correspondence and publications; and assist in drafting content for posting to mySU and e-communications/e-newsletters and announcements to be sent to the campus community, as well as releases for student hometown newspapers.
  • Coordinate gathering and compiling information for the annual Arts & Events Guide and ensure accuracy.
  • Compile and distribute monthly list of SU web stories.
  • Assist with the coordination of various ongoing projects for multiple institutional clients, which could include collaborating with other staff and freelance vendors.
  • Assist with the coordination of and scheduling for larger scale video/photography shoots as needed. Office duties include:
  • Review and screen all incoming mail, office email and calls directed to the University Marketing & Communications office. Determine priority in scheduling and uses judgement in handling sensitive requests. If necessary, refer appointment requests to appropriate staff person. Provide background information as needed.
  • Manage departmental accounting system, including coding and payment of bills; submitting and reconciling expense reports; fund transfers; journal entries; deposits; purchasing card statement submissions; and budget planning, tracking and reporting.
  • Plan and arrange meetings and appointments for the Marketing & Communications group. Make travel arrangements as directed. Help prepare the vice president for upcoming meetings, make sure the appropriate agenda and background materials are provided.
  • Coordinate and review the office Diversity Action Plan.
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. Coordinate repairs and replacement for common office equipment and furnishings.
  • Maintain an annual inventory of camera and video supplies.
  • Coordinate regular maintenance of office shared drive filing system. Maintain and file confidential records, such as employee evaluations, contracts and any notes and data related to those files.
  • Assist with the coordination of and serve as backup supervisor for student employees. Also, manage timesheets of student employees.

    Required Qualifications:
    Knowledge, Skills, Abilities Collegial. Excellent interpersonal communication skills. Dedicated to contributing to a team and being of service to the institution broadly. Confidential. Maintain confidential and sensitive written and oral information. Creative. Excellent writing skills — listening and understanding. Command of the English language including meaning and spelling of words; and rules of composition and grammar. Skilled at written and verbal communication to convey information effectively and as appropriate for the needs of the audience. Knowledge of or ability to learn basic AP Style rules. Customer-service Oriented. Knowledge of principles and processes for providing customer service including customer needs assessment and meeting quality standards for services. Self-motivated. Focused ability to set priorities, manage and complete multiple assignments simultaneously to meet deadlines. Detail oriented and accuracy driven. Ability to utilize project management software. Proficient organizational skills and strong problem-solving skills. Technical. Ability to utilize software systems. Proficiency of operational procedures and systems such as word processing and spreadsheets, managing files and records, budget management, designing forms, and other office procedures and terminology. Knowledge of or ability to learn Adobe Photoshop, digital asset management system and website content management system software. EducationHigh school diploma or equivalent required. ExperienceA minimum of three years of relevant office experience required. Physical DemandPosition requires the ability to stand or sit for extended periods of time. Position requires the ability to move about the campus. Position requires the ability to talk and to hear instruction and use a computer effectively. Position requires occasional manual dexterity and the ability to use fingers, hands, and arms to feel, handle and reach. Position requires occasional stooping, crouching, and bending. Position requires the ability to occasionally lift to 10 pounds. Working conditions are indoor.

    Preferred Qualifications:


    Special Instructions to the Applicant:


    Benefits Eligible: Yes
    Number of Months: 12 months
    Other Number of Months:
    Full-Time/Part-Time:
    Work Schedule/Hours per Week:
    Posting Date: 10/19/2021
    Closing Date:
    Open Until Filled: No
    Anticipated Start Date:
    Posting Number: AH00811

    To apply, visit https://jobs.susqu.edu/postings/2527

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