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Title: Adminstrative Assistant II Department: Office of the Dean – MTSM Reports To: Melodi Guilbault, Assistant Dean Position Type: Staff Position Summary: Under the direction of the Assistant Dean, the Administrative Assistant II shall serve as the primary administrative support provider to the Martin Tuchman School of Management (MTSM), including handling receptionist and administrative support duties. The primary responsibility of this position is to provide professional support to the MTSM students, faculty and senior staff including communication, document preparation, supervision of student workers, effectively carrying out daily office duties. Essential Functions: The following activities broadly define the tasks associated with the Administrative Assistant II position: Responsible for training, scheduling, and supervision of student workers. In the absence of staff/student availability, act as first point of contact for the School, handling phone coverage, greeting of and assistance to visitors, providing routine information in a professional manner. Refer requests for information to the appropriate party. Support Dean, Assistant Dean, administrators, and faculty in organizing both internal and external School events, such as recruitment and open house efforts. Tasks include catering, room reservations and proper room layout, audio/visual needs, attendance tracking, name tags, hotel accommodations, recruitment and coordination of student volunteers. Monitor and replenish the inventory of stationery, business cards and office supplies. Maintain inventory of copier supplies. Ensure security of the School’s physical facilities including its research, institutes and laboratories by working with relevant university entities. Organize and efficiently maintain the School’s electronic filing systems. Assist with processing of all aspects of accounts payable including procurement, processing of requisitions for POs, and payment of invoices through Banner Self Service system, eMerchant, and Chrome River. Assist with processing of personnel travel and expense reimbursements, while providing necessary guidance and expertise to faculty and staff facilitate the use of Chrome River for employee reimbursement. Maintain and ensure the availability of marketing materials for academic programs and other initiatives. Assist Business Manager with needs associated with faculty and staff recruitment efforts, including but not limited to assistance with entry of personnel requisitions via Cornerstone, job advertisement placement, and the onboarding process. Maintain and submit the staff and student worker’s timesheets. Maintain the event calendar on the School website and provide support for regular email communications to faculty, Board of Advisors, and students from Dean’s office. Support Business Manager in tasks including, but not limited to, entry and processing of purchase requisitions, monitoring of purchase orders, obtaining quotes and fulfilling purchasing requirements, vendor setup, bid threshold limits, and applicable state contracts. Maintains the School’s calendar and Dean’s office staff and student work schedules for full coverage of programs. Issue course permits using the process established and under the guidance of the advisors Collect and file all course syllabi each semester and faculty CVs annually. Additional Functions: Other tasks and activities as defined by the Martin Tuchman School of Management Assistant Dean and Dean. Enter the course schedules to the system each term. Assist with collection, organization, and filing of AACSB documents. Update phone and email directories, office hours, Board of Advisors contacts, MTSM student worker handbook, MTSM and Leir Research Institute websites as needed. Arrange for the maintenance and repair of office equipment as well as office/building space. Oversee the maintenance of clean and organized work space in and around the Dean’s suite, common areas, storage units, and conference rooms in the MTSM space. Assist with maintenance and posted messaging of the electronic signage at the lobby and equipment in the Leir Data Observatory and Cassetta Financial Lab.Prerequisite Qualifications: An earned high school diploma Demonstrated record of administrative support experience (at least 5 years) in a fast-paced environment, preferably in an academic setting. Demonstrated experience with basic office software (word processing, spreadsheet applications, presentations and communication). Excellent written and verbal communication skills and attention to detail as demonstrated by application materials. Preferred Qualifications: Undergraduate degree Excellent skills to work collaboratively, problem solving, takes initiative. Commitment to continuous improvement and professional development.Bargaining Unit: OPEIURange/Band: 18 FLSA: Non-Exempt Full-Time
Posted on :
2021-07-26T08:38:26Z
