Administrative Assistant in Gwynedd Valley, Pennsylvania at Gwynedd Mercy University
Explore Related Opportunities
Job Description
Provides ongoing administrative support to all areas of Academic Affairs such as; the Office of Academic Affairs, the Academic Colleges, and Educational Design and Effectiveness.
Manages information on Share Point. Maintains strict confidentiality of student, faculty and staff information and files. Serves as a resource for faculty. Maintains accurate files; schedules appointments and makes travel arrangements when needed; provides accurate and timely information to callers and visitors; and otherwise relieves officials of administrative detail by performing the following duties:
ESSENTIAL DUTIES AND RESPONSIBILITIES generally include the following. Other related duties may be assigned.
- Maintains shared calendars for the Academic Affairs Leadership.
- Maintains strict confidentiality of student, faculty, and staff information and files.
- Composes, edits, and mails routine correspondence. Files correspondence and other records, and maintains files and records for all areas of Academic Affairs. Upon request, records minutes of meetings.
- Maintains professionalism in all aspects of the job. Greets visitors and callers cordially, ascertains nature of business and connects visitors to appropriate person. Collects information from faculty, staff and students to reply to an inquiry.
- Processes Purchase Requisitions for payment or reimbursement. Monitors and orders office supplies. Maintains a detailed account of budgetary expenditures.
- Compiles and types statistical reports as requested.
- Assists with event planning for Academic Affairs events including conferences, symposia, and similar events, (including required engagement at Honor Society Induction ceremonies, Graduation, and Honor’s Convocation).
- May arrange travel schedules, reservations, business meetings, and conferences.
- Prepares all adjunct faculty contracts and full-time faculty overload contracts. including teaching, clinical nursing and health professions labs, dissertation advisement, student teaching supervision, secondary education content audit, credit by exam, and PLA assessment.
- Works with Program Directors and Registrar’s office to ensure all courses are assigned and faculty meet their load requirements. Monitors courses with low enrollment and coordinate with Academic Advising, Program Directors, and Deans to ensure such courses are reviewed and confirmed.
- Submits completed contracts to Payroll and maintains list of contracts paid on each pay date, working with Payroll to address any faculty pay questions or concerns.
- Tracks faculty dates of service and credentials in order to ensure proper pay increases.
- Facilitates the hiring of new faculty by ensuring the collection and processing of required paperwork, coordinating between the hiring managers and HR.
- Maintains electronic copies of all course syllabi.
- Serves as primary point of contact with Provost office regarding faculty contracts and records. Maintains electronic faculty records including resumes, contract, evaluations and professional development.
- Prepares course evaluations for distribution and adds completed evaluations to faculty files.
- Provides general assistance to Deans and program directors with regard to faculty communication.
- Serves as resource for adjunct faculty regarding general questions and University policy.
- Must be proficient in Share Point, Outlook, Excel, and Word and demonstrate competency with systems for Colleague, Campus Labs, ADP, Concur and, Adobe Acrobat Pro.
Supervisory Responsibilities
May supervise students and other temporary or part-time employees in the department. Carries out supervisory responsibilities in accordance with the University’s policies and applicable laws. Responsibilities include training, planning, assigning, and directed work; addressing complaints and resolving problems.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/Experience
Associate's degree (bachelor degree, preferred); or two years related experience and/or training; or equivalent combination of education and experience.
Technical Skills
Ability to key at a minimum speed of 55 wpm. Proficiency with Word, Excel, PowerPoint, and Share Point. Ability to use office procedures to organize work flow. High attention to detail.
Language Skills
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret graphs.
Interpersonal Skills
Ability to interact effectively and professionally with others. Ability to maintain confidentiality, including but not limited to student records and faculty contracts.
Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjunct focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
EOE Statement: Gwynedd Mercy University is committed to maintaining a positive learning, working, and living environment that is free from unlawful discrimination and harassment. Gwynedd Mercy University does not discriminate against any applicant for admission to or employment at the University because of race, religion, age, gender, sexual orientation, gender identity, national origin, disability, color, marital status, veteran status, genetic characteristics, or any other characteristic protected by federal, state, or local law (‘Protected Classes’). This includes, but is not limited to, admissions, financial aid, educational services, and student programs and activities, as well as to all terms and conditions of employment including, but not limited to, recruitment, selection, hiring, placement, transfer, promotion, training, compensation, benefits, discipline, and termination. The University will not tolerate unlawful acts of discrimination or harassment based upon Protected Classes, or related retaliation against or by any employee or student.