Administrative Assistant - School of Arts and Humanities

Description

To provide comprehensive administrative and fiscal-management support for the Dean of the School of Arts and Humanities (SAH), operational support for Humanities faculty and programs, and SAH-related support for the Music Department.

Job Responsibilities

Administrative Support:

• Serve as primary contact for the Dean’s Office and Humanities programs.
• Assist the Dean with correspondence, records, reports, special requests.
• Compile SAH data as needed for campus offices (e.g., Academic Affairs, Enrollment, Marketing, Registration).
• Process requests via University systems: Docuware, Collovate, etc.
• Attend SAH and/or Humanities meetings and take minutes, as requested.

Fiscal/Budgetary Management: 

• Assist the Dean in developing the annual Office budget, projecting financial needs, monitoring expenditures, and making periodic adjustments. 
• Connect with Financial Services regarding budget allocations, actual expenses, and adjustments.
• Process full-time and part-time faculty loading sheets, additional faculty payments, and adjunct contracts. 
• Process check and reimbursement requests, monthly credit card statements, and other funding needs.
• Monitor individual Faculty Growth Contracts. 

Operational Oversight:

• Serve as a resource for students/faculty; coordinate faculty work orders.
• Manage office supplies, student forms, and program check sheets.  
• Keep track of and alert faculty to University calendar and schedules
• Maintain updated lists of full-time, part-time, and adjunct faculty. 
• Ensure all current course syllabi are on file. 

Personnel Support :

• Maintain SAH personnel files (CVs, faculty development documents, etc.) 
• Assist the Dean & SAH area Directors in updating relevant catalog pages.
• Monitor Humanities webpages for accuracy and assist faculty in updating.
• Assist with hiring and training student workers; supervise and coordinate payroll and workloads for student workers.
• Serve as the contact person for onboarding adjunct faculty, ensuring they receive all logistical and teaching-related information. 

Marketing :

• Function as liaison with Admissions, Marketing and diverse stakeholders.
• Create social-media campaigns for the School and its programs.
• Assist the Dean and program faculty with contacting prospective students and event planning. 

Requirements

Bachelor’s Degree preferred, preferably related to the School of Arts and Humanities.

Experience: Three years administrative office experience including customer service and budgeting, preferably in an academic environment. 

Skills: Excellent communication (oral and written, including editing). Organizational expertise attentive to details, timing, and personnel.  Creative problem solving amid multiple tasks and time-sensitive requests. Proficiency in MS Office (Word, Excel), Google Suite, and the like.