Arts and Humanities Administrative Assistant

Purpose:

To provide administrative support services to the Dean for the School of Arts & Humanities, Department Chairpersons, and faculty, and oversight for the administrative functions of the School. This position requires initiative, professionalism, and high levels of integrity and confidentiality. This person is responsible for handling sensitive material as it relates to the Division, faculty, staff, and students. It requires an employee who can make independent decisions when necessary and work without close supervision. Duties:

• Efficient and sensitive handling of all administrative tasks as they relate to the School of Arts & Humanities.
• Screen and direct calls and visitors with discretion and courtesy
• Handle routine inquiries of internal and external customers
• Schedule appointments/locations for the School Dean; maintain and monitor office calendar
• Set up Zoom meetings for dean and faculty as needed
• Maintain routine office functions utilizing Microsoft Office applications, CARS, and other software and technology as necessary
• Responsible for maintaining a record of minutes of meetings within the division
• Coordinate various mailings
• Coordinate Writing Contest and Film Festival
• Coordinate End of Year Picnic for graduates, faculty & staff
• Coordinate faculty/staff searches
• Responsible for scheduling of Recital Hall
• Submit payroll information for Music Academy and Private Lessons
• Submit and pay music licensing information and fees for on-campus music
• Submit purchase orders and expense report requests for the School of Arts and Humanities dean and faculty
• Maintain, compile and plan presentation of data and other materials in support of accreditation requirements
• Compose and/or draft for Dean correspondence to various college constituencies, as well as those outside the college community as appropriate
• Assist with the course scheduling process
• Prepare faculty overload and adjunct contracts
• Coordinate beginning of semester emails to adjuncts and faculty regarding important information for the semester
• Coordinate and schedule travel arrangements for the dean
• Maintain budgets for grants received
• Maintain up-to-date filing system and archive necessary documents
• Supervise student staff as needed
• Contribute to team effort by welcoming new and different work requirements; exploring new opportunities to enhance the services of the department; helping others accomplish related job results when needed.

Primary Contacts:

School Dean, other administrative support within the academic school and other campus offices; administrative assistant-Office of the Chief Academic Officer, faculty and academic school staff; students, parents, and other members of the University community. Supervision Exercised:

Student staff if needed Supervision Received:

Works toward a previously defined objective with little supervision and uses a wide range of procedures to accomplish goals, and plans, and arranges his or her own work referring unusual problems to the School Dean.

Qualifications

Education:

A High school diploma is required. Experience:

Extensive secretarial/administrative support experience and a demonstrated ability and commitment towards diversity, equity, and inclusion. Skills, Attributes Customer Service:

• Exhibit a "student/customer first" and faculty/staff customer first orientation in providing exceptional service in all responsibilities and interactions demonstrating versatility in handling people and situations
• Adapt willingly and quickly to changing priorities, responsibilities, and student-faculty-staff customer needs and expectations; anticipate and identify student-faculty-staff customer needs

Teamwork:

• Collaborate well with others and help make the School and related areas a cohesive group
• Communicate, cooperate and collaborate well with others to achieve common division, department, or University goals
• Willingly assists in various responsibilities as appropriate within the departments and the School as appropriate as required during high service demand times

Communication:

• Develop and nurture an effective, productive, and respectful rapport and working relationship with students, faculty, and staff co-workers, and various campus and community constituencies maintaining an appropriate level of professionalism
• Demonstrate strong interpersonal and organizational skills, a sense of humor, flexibility, and creativity
• Demonstrate strong written, telephone, and electronic (email and internet) communication skills
• Communicate information clearly and concisely and listen well to others

Accuracy:

• Maintain a high level of accuracy, consistently reviewing work to detect errors, oversights, or omissions
• Ensure accuracy of the information that is provided to others.

Initiative:

• Take immediate and independent action when necessary assuming initiative for creative problem solving
• Accomplish tasks with follow through to completion
• Adapt willingly and quickly to changing priorities, responsibilities, and functions within the school/department and/or position

Technical:

• Must possess an aptitude for technological development and its implications for appropriate automation of office; proficient in Microsoft Office, including Word, Excel, PowerPoint, and Outlook, Internet, CARS, copier

Work Environment, Physical Demands:

• Standing or sitting in one position for long periods. Multiple service hours; computer data input; multiple concurrent tasks with constant service interruptions; faculty and student contact; strict confidentiality; detailed work.

To apply, please upload a cover letter, resume, and contact information with three professional references via Paycom.

A review of resumes will begin immediately and continue until the position is filled.

Please click here to review the University's Non-Discrimination Policy.

Mount St. Joseph University is an Equal Opportunity Employer