Walsh University Looking for Administrative Assistant for Academic Affairs Full Time

Position Summary

The Administrative Assistant for Academic Affairs is responsible for performing a full range of administrative support work to the Vice President for Academic Affairs and Associate Vice President for Academic Affairs, as well as other department staff requiring the application of specialized technical and administrative knowledge and the exercise of initiative, independent judgment, and decision making. This is a full-time, 12-month, salaried, exempt position.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Understands and adheres to the Values, Mission and Vision of Walsh University.
• Provides comprehensive support to the Vice President for Academic Affairs (VP) and Associate Vice President for Academic Administration (AVP); prepares, receives and distributes letters, memoranda and other correspondence; maintains appointment calendar and coordinates logistics of appointments, meetings and contacts.
• Documents process related to faculty scholarship and promotions; responsible for the administration, security, confidentiality and retention of faculty files and office files; communicates and tracks class cancellations; assists in the orientation process for new faculty.
• Performs general administrative assistant duties to include answering telephone and screening calls, dealing with administrative problems and inquiries as appropriate, greeting and directing office visitors appropriately, making travel arrangements, maintaining contact lists, sorting and distributing mail, preparing reports, ordering supplies and organizing materials.
• Communicates with graduates and coordinates the planning of Academic events, e.g., Matriculation and Commencement Ceremonies.
• Serves as the first point of direct contact for inquiries related to Academic Affairs; assists by addressing questions related to university academic process and/or identifies specialist in specific areas; assists faculty and staff in understanding established policies and procedures related to Academic Affairs; sits in on meetings when needed and participates in interviews as part of a search committee from time to time.
• Maintains department fiscal records, including processing of purchase and travel requisitions, purchase orders, invoices, etc.; reconciles and submits P-card expense reports for VP and AVP; maintains Academic Repository.
• Assists in preparing materials for and serves as a recorder for the Academic Affairs Committee meetings when needed; communicates with VP for Academic Affairs Leadership Team as needed; assists in maintaining clear communication between VP, faculty, staff, and students.
• Coordinates adjunct/overload contract process with school deans, division chairs, and faculty administrative assistants; prepares contracts for full-time faculty each academic year.
• Hires and supervises for work study position as needed; completes special projects as requested; performs other related duties as assigned by the Vice President or Associate Vice President.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

Required Qualifications (Knowledge, Skills, and Abilities)

Must understand and support the Mission, Vision and Code of Ethical Conduct of Walsh University, as a Catholic higher education university as expressed in Ex Corde Ecclesiae, and possess the following:

The Administrative Assistant will ensure that the Office of Academic Affairs operates efficiently, effectively, and professionally. A competent manner is needed and with it the ability to strive for improvement and excellence in all work performed. Additionally, this employee must understand the comprehensive role of the university and cooperate and work harmoniously with students, faculty, staff, and the public, following all university policies, rules, regulations, and guidelines as they relate to this position.

Education: An Associate or Bachelors degree in related field from an accredited institution of higher learning recognized by the US Department of Education is preferred.

Work Experience: Five years increasingly responsible office management/administrative support experience needed. Experience supporting senior leadership preferred. Must be detail oriented, well organized, adaptable and resourceful, possess excellent verbal and written communication skills, and be able to maintain confidentiality. Computer proficiency in Microsoft Office suite is required to create documents, spreadsheets and reports, and also to manage email along with the VPs calendar.

Skills and abilities:

• Professional demeanor and ability to interact with charity towards students, staff and faculty. Positive attitude a must.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

• Normal day-to-day functions include sitting, standing, and walking — between offices and campus buildings.

Application Instructions

Applicants must submit a completed online application and any additional documents requested by the search/interview committee. This may include resume, unofficial transcripts, etc.

About Walsh University

Walsh University is seeking a dynamic, energetic, and passionate individual who is enthusiastic about the environment found on a private, values based, Catholic liberal arts campus. Walsh University believes in the desirability of a small university that promotes academic excellence, a diverse community and close student-teacher interactions. A commitment to the Judeo Christian tradition, diversity and service learning are critical to the mission of Walsh University. Walsh University is committed to principles of equal opportunity and is an equal opportunity employer.