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Company name : Saint Joseph’s University
Location : Philadelphia, PA 19131
Position : Department Administrative Assistant. Political Science / Economics Departments
Department Administrative Assistant. Political Science / Economics Departments Open to: Internal and External Applicants Full-Time or Part-Time Status: Full-Time, 12 months Staff Job Type: Hourly/Non-Exempt Position Summary or Faculty Qualifications
The Administrative Assistant for Political Science and Economics Departments is responsible for providing administrative and clerical support to the chair people and faculty members of the departments and programs.
Duties and Responsibilities:
Answer phones and supply information on routine matters. May need to do research in order to provide complete information or service to alumni, students, parents, faculty, or staff.
Serve as a source of information regarding policies, procedures, and departmental activities.
Establish, maintain, and update records of all aspects of departmental operations, including files, databases, aliases, and/or other documents – both electronic and paper.
Process Requests for Funds, reimbursements, and purchase order requisitions.
Assist the department chairs in the creation of class schedules. Enter semester/session offerings and updates in the DCU.
Work with chairs and program directors to maintain course catalog on Courseleaf.
Update department, college, and university calendars.
Serve as the departmental resource in hiring processes and procedures, including the PeopleAdmin/Workday employment portal. Assist in onboarding adjunct faculty and other new hires.
Onboard and create EPAFs for student workers and FWS students.
Oversee, train, and coordinate the assignments of the student employees who report directly to the administrative assistant.
Administer department and program budgets. Maintain and reconcile the department purchasing card.
Schedule and coordinate meetings, events, interviews, appointments, and/or other similar activities for the departments. May be required to check schedules, post to calendars, book meeting spaces and hotel rooms, order catering, make travel arrangements, circulate publicity in print and electronic form, order brochures, mailers, and/or posters, staff events, maintain budget, and do follow-up paperwork.
Develop and maintain good working relationships with the faculty and staff of other academic and non-academic departments.
Report information as required to the Office of the Dean.
Supervise student workers in distributing mail and packages.
Order office and instructional supplies and any other necessary materials.
Coordinate the maintenance of office equipment and facilities.
Assist chairs and program directors with communications to potential students, current students, and alumni. Assist with department newsletters when applicable.
Assist with office coverage with other Administrative Assistants when necessary.
Understand basic Faculty Development process and advise department faculty regarding correct forms to use for application and reimbursement.
Other duties as assigned by CAS Dean’s Office.
Physical Requirements and/or Unusual Work Hours:
May be required to attend and assist in key events during evenings or weekends.
May need to sit for extended periods of time.
May be required to lift boxes of up to 25 pounds.
May be required to deliver information or packages around campus when student workers are unavailable.
Associate’s degree and 1-3 years of experience in an administrative support role or an equivalent combination of education and experience.
Mastery of basic to intermediate skill level in Word, Excel, PowerPoint, and internet search software relevant to the position. Specifically, the ability to use mail merge in Word, and formulas in Excel is essential.
Excellent communication skills (i.e. grammar, vocabulary) to be applied to telephone communications and to written communications such as email, letters, memos, etc.
Previous administrative experience in an academic setting.
Experience with Banner and Courseleaf systems.
Additional Information: Hiring Range
Position Classification: Administrative Union: None Department: 211005 – Office of the Dean, CAS Date Open to Internal Applicants: 07/25/2022 Date Open to External Applicants: 07/25/2022 Job Close Date: Open Until Filled Yes
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