Administrative Assistant

Description

 Summary:

Provides administrative management for the Office of the Dean of the College of Arts & Sciences

serving as the face and voice for the office, assisting the dean with administrative duties,

coordinating auxiliary events sponsored by the college, and making certain that functions of the

office and college are within budget. 

Essential Duties and Responsibilities include the following (other duties may be assigned):

-Handle incoming calls and correspondence and respond independently when possible

-Arrange programs, events, or conferences by arranging for facilities and catering - issuing

information or invitations - and coordinating speakers when needed

-Direct preparation of records such as agendas, notices, and minutes

-Maintain records of all matters pertaining to the College of Arts & Sciences

-Assist full-time and adjunct faculty with whatever is needed

-Responsible for helping prepare documents required by the Office of Academics - including course

schedules, load reports, updates to the undergraduate program for the university catalog, and

requests for all travel funds used by the college.

-Create and maintain database and spreadsheet files

-Enter requisitions for purchases and efficiently and accurately place orders for supplies

Requirements

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Customer Service - respond promptly to customer needs and to requests for service and assistance

and meet commitments

Interpersonal Skills - maintain confidentiality, listen to others, remain open to others' ideas and

willing to try new things/learn new skills

Oral Communication - speak clearly and persuasively in positive or negative situations; listen and

gain clarification; respond well to questions

Written Communication - Writes clearly and informatively; edits work for spelling and grammar;

varies writing style to meet needs; presents numerical data effectively; is able to read and

interpret written information

Professionalism - Approaches others tactfully; Reacts well under pressure; Treats others with

respect and consideration; Accepts responsibility for actions; Follows through with commitments.

Quantity - Meets productivity standards; completes work in timely manner; strives to increase

productivity; works quickly.

Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are

covered when absent; Arrives at meetings and appointments on time.

Dependability - Follows instructions, responds to management direction; Takes responsibility for

own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an

alternate plan.

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 and/or Experience

Bachelor's degree (B. A.) or equivalent; or one to two years related experience and/or training; or

equivalent combination of education and experience.

Language Skills

Ability to read, analyze, and interpret documents. Ability to write reports and business

correspondence. Ability to effectively present information and respond to questions.

Mathematical Skills

Ability to calculate figures.

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.

Computer Skills

To perform this job successfully, an individual should have knowledge of internet software;

spreadsheet software; word processing software; database software, etc.

Other Qualifications

This individual must possess Christian character, integrity, and spirituality. The position requires a

person who can easily work with people across campus, encouraging cooperation and assistance

to all offices as needed for daily operation and special events.

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 talk or hear. The

employee is frequently required to sit. The employee is occasionally required to stand and walk

and lift/tote packages.

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 generally quiet.

 Freed-Hardeman University is an academic community, associated with churches of Christ, which is dedicated to providing excellent undergraduate, graduate, and professional programs. The mission of Freed-Hardeman University is to help students develop their God-given talents for His glory by empowering them with an education that integrates Christian faith, scholarship, and service.