Administrative Assistant

Job Description

Job Description

Salary: Full-Time, Non-Exempt Staff

Expectation and Condition of Employment

Howard Payne University, a church-related institution affiliated with the Baptist General Convention of Texas, seeks to employ evangelical Christians who are dedicated to teaching and service as they model the principles of the Christian faith and the Universitys sincere religious beliefs.

Howard Payne University (hereafter, University) is committed to the integration of learning and Christian faith in the pursuit of truth. Employees are expected to embrace the Christian Mission Statement and Core Values of the University and must support the Universitys affirmation of traditional Christian and Baptist beliefs by leading lives of service through active involvement in Christian activities both on campus and through a local church.

Mission Statement

Howard Payne University is a Christ-centered academic community dedicated to excellence by developing and equipping the whole person for intellectual inquiry, personal and professional integrity, and service to God and humanity.

Core Values of Howard Payne University

We believe and affirm that the University as an institution and each individual called to serve the Lord at Howard
Payne should strive to demonstrate a commitment to these five Core Values:

• Centered on Christ (cf. Col. 3:17, Matt. 7:24)
• Focused on Community (cf. Eph. 4:4-6, 1 Pet. 3:8)
• Called to Service (cf. Mark 10:45, Phil. 2:3-5)
• Committed to Excellence (cf. Gen. 1:31, 1 Cor. 9:24)
• Dedicated to Stewardship (cf. Gen. 2:15, 1 Pet. 4:10)

As a condition of employment, employees agree to be paid by Direct Deposit. Applicants offered contingent employment based on the University obtaining a clean background check agree the contingent offer of employment may be revoked based on the information obtained in the background check.

If offered employment, your acceptance will indicate that you have read and agree to the Expectations and Conditions above.

Application Procedure

To be considered for this position, please submit the following:

• a letter of application addressing in detail how you meet the position requirements
• a resume or CV (curriculum vitae)
• unofficial transcripts, and
• a completed HPU Employment Application

Job Summary

The Administrative Assistant reports and provides direct support to the Dean of the School of Science and Mathematics (SOSM) and to the faculty in the SOSM as needed. The person in this position will have a broad range of responsibilities related to the activities and operations of the SOSM and acts as the administrative contact, often on complex and confidential issues, for internal and external constituencies, such as with other units of Howard Payne University (HPU). This position requires a high degree of professionalism, punctuality, teamwork and strong organizational skills.

Essential Duties and Responsibilities

Essential Duties and Responsibilities include the following:

1. Maintains order within the office by organizing and filing both electronic and paper, technical and administrative files, copies and mail;
2. Coordinates room schedules, textbook requests and publisher billing for the SOSM;
3. Answers emails and phone calls, responds to inquiries in a timely manner;
4. Manages and orders supplies and maintains the copy machine and office reference materials;
5. Updates event calendars, phone rosters, the SOSM web pages, and the Deans calendar as needed;
6. Welcomes visitors and answers students' questions;
7. Communicates upcoming tasks and deadlines concerning University policies, procedures, and timelines to the SOSM faculty and Dean in a timely manner;
8. Meets deadlines for submitting required academic information from the SOSM to other campus offices;
9. Arranges and schedules events and meetings, sends invitations, event itineraries, makes catering and facilities arrangements, prepares meeting notes, etc;
10. Assists with proctoring exams, running job-related errands, and conducting internet searches as needed;
11. Processes and transmits correspondence and reports, including editing grammar and correcting errors, making and distributing copies as needed;
12. Prepares purchase orders and check requests, and manages SOSM credit cards for all departments of the SOSM;
13. Monitors departmental budgets to assure fiscal responsibility and accounting for the SOSM;
14. Assists the Dean in maintaining open lines of communication and good will with all members of the University community;
15. Exercises vigilance in noticing needs inside and immediately outside the building and notifies the Dean or appropriate faculty member of perceived unsafe conditions;
16. Other general administrative duties or ad hoc projects as assigned (ensuring that any corresponding objectives, activities, and/or deadlines are communicated and enforced throughout the SOSM).

Competencies

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

1. Modeling Christian Faith - Must be committed to modeling the Christian faith. Displays a proven record of modeling the Christian faith in business operations, management roles, customer service functions, and interactions with others. Is committed to continuing to model Christian faith in a manner consistent with the Universitys Mission Statement and Core Values
2. Problem Solving Identifies and resolves problems in a timely manner, gathers and analyzes information skillfully, develops alternative solutions, works well problem solving as part of a group, uses reason even when dealing with emotional topics
3. Project Management Develops effective project plans, coordinates projects, communicates changes and progress, completes projects on time and budget, and manages team project activities effectively
4. Technical Skills Assesses their own strengths and weaknesses, pursues training and development opportunities, and strives to build knowledge and skills continuously, shares expertise with others
5. Written Communication Writes clearly and informatively, edits their work for correct spelling and grammar, varies their writing style as needed, presents numerical data effectively, is able to read and interpret written information effectively
6. Teamwork Balances the needs of the team and individual responsibilities effectively, exhibits objectivity and openness to others' views, gives and welcomes feedback, contributes to building a positive team spirit, puts the success of the team above their own interests, is able to build morale and group commitments to goals and objectives, supports everyone's efforts to succeed
7. Visionary Leadership Displays passion and optimism, inspires respect and trust and motivates others to perform well, mobilizes others to fulfill the Universitys Mission Statement while embracing the Universitys Core Values, provides vision and inspiration to peers and subordinates, exhibits self-confidence and confidence in others, influences actions and opinions of others effectively, accepts feedback from others, gives appropriate recognition to others
8. Quality Management Looks for ways to improve and promote quality, demonstrates accuracy and thoroughness
9. Cost Consciousness Works within their approved budget, develops and implements cost saving measures, conserves University resources
10. Ethics Treats everyone with respect, keeps commitments, inspires others to trust them, works with integrity and ethically, upholds the University's Mission Statement and Core Values
11. University Support Follows policies and procedures consistently, completes administrative tasks correctly and on time, supports the Universitys Mission Statement and Core Values, Benefits the University through external community and professional activities, supports affirmative action and respects diversity
12. Professionalism Approaches others in a tactful manner, reacts well under pressure, treats others with respect and consideration regardless of their status or position, accepts personal responsibility for their own actions, and follows through with commitments
13. Quality Demonstrates accuracy and thoroughness, looks for ways to improve and promote quality, applies effective feedback to improve performance, and monitors their own work to ensure quality
14. Attendance/Punctuality Is consistently at work and on time, ensures work responsibilities are covered when absent, arrives at meetings and appointments on time
15. Dependability Follows instructions, responds effectively to their supervisors direction, takes responsibility for their own actions and keeps commitments, commits to long hours of work when necessary to reach goals, completes tasks on time or notifies appropriate person with an alternate plan
16. Initiative Volunteers readily, undertakes self-development activities, seeks increased responsibilities, takes appropriate independent actions and calculated risks, looks for and takes advantage of opportunities to improve situations, asks for and offers help when needed

Qualifications

To perform this job successfully, an individual must be able to perform each of the Essential Duties and Responsibilities listed above 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

1. Education and/or Experience Associates degree or equivalent from two-year college or technical school; or six months to one year of directly related experience; or an equivalent combination of education and experience
2. Language Skills Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the University
3. Math Skill Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs
4. Reasoning Ability Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations
5. Computer Skills To perform this job successfully, an individual should have a good working knowledge of commonly used Internet Browsers, Microsoft Excel, Outlook, and Word software
6. Licenses and/or Certificates The employee must be at least 21 years of age and maintain a valid Texas drivers license in order to drive any vehicle, including their personal vehicle, on behalf of the University

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 frequently required to talk or hear. The employee is occasionally required to stand; walk; sit; use hands to finger, handle, feel; reach with hands and arms; stoop, kneel, crouch, or crawl; talk or hear. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision

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.While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles and toxic or caustic chemicals used to clean and/or renovate buildings and maintain the grounds of the University. The noise level in the work environment is usually moderate