Administrative Assistant II

Administrative Assistant II

Social Work

JOB SUMMARY:

Administrative Assistant to the Director of Student Affairs and Budget Coordinator (as needed) supporting areas of responsibilities, including Continuing Education, the Center for Nonprofit Leadership, the Institute for Adolescent Trauma, various grant-funded initiatives and programs, Social Work licensing, and community partnerships. Responsibilities include management of LMSW workshop program, contract coordination, and administrative support covering the Director of Student Affairs and Budget Coordinator's scope of responsibilities and interfacing with multiple departments within the School, University, and community.

SALARY INFORMATION:

In compliance with New York's Pay Transparency Act, the annual base salary for this union position is $46,305. For a list of benefits provided to employees, please click here.

REPORTS TO: Director of Student Affairs and Budget Coordinator

RESPONSIBILITIES & DUTIES:

Contract Coordination:

1. Coordinate, organize, facilitate and manage contract, amendment, subaward and payment requests from SSW Directors, Administrators; Grant Accountants-Finance; Faculty; and Office of the Dean for multiple SSW departments, including the Center for Nonprofit Leadership, the Institute for Adolescent Trauma Treatment and Training, Faculty and the offices of the Dean and Associate Dean.
2. Enter, manage and track processing of all SSW contracts and payments through the SMARTSHEETS and Unimarket platforms.
3. Prepare and submit all invoicing and payments in connection with ongoing contracts.
4. Develop and maintain communication with external vendors and consultants.
5. Monitor accounts payable in connection with going contracts.

LMSW Workshop Management:

1. Provide ongoing advisement, guidance and communication to MSW students and alumni regarding preparation and registration for the LMSW Exam.
2. Update and manage MSW Exam Prep Moodle materials and resources.
3. Prepare, track and manage submissions from MSW graduate for the final year of the Licensing Incentive Program. Including communication to MSW graduates.
4. Update and manage all Licensing Reports and materials in google drive.

Documentation and Information Management:

1. Prepare and print materials such as letters, memoranda, forms, purchase orders and vouchers, using computers and relevant peripheral equipment.
2. Compose and respond to routine correspondence.
3. Proofread and edit documents for accuracy, formatting and completeness.
4. Use office software packages such as Google and Microsoft Office Suites in document preparation, file maintenance and report generation.
5. Collect information or data from various sources; file and retrieve books, documents and/or data as needed. Update existing files.
6. Create and/or maintain filing systems.
7. Maintain departmental records; keep separate confidential records when instructed.
8. Retrieve and format electronic data; compile and merge data from various media and sources.
9. Prepare and process various forms, e.g., admissions forms and other forms.
10. Prepare charts, graphs, or tables for presentations, reports, and/or interoffice communications.
11. Maintain financial and/or student records and databases, and update them as necessary.
12. Work with Associate Dean of Academic Affairs and MSW Program Directors on creating, facilitating and reporting for SSW Surveys.

Communications and Customer Service:

1. Provide information, as directed, to faculty, students, employees, and the general public.
2. Interact with students, staff and administrators throughout the University to resolve problems.
3. Respond to routine inquiries regarding departmental matters.
4. Answer telephone calls; screen incoming calls and forwards/refers calls; assist in maintaining up-to-date mailing and telephone directories.
5. Schedule appointments; maintain calendars; refer students, faculty, employees and general public to proper areas or persons.
6. Furnish information on the department's rules and regulations, when authorized.
7. Assist with arrangements for special events, such as conferences, seminars, guest lectures, fairs, community or fundraising events. Support responsibilities may involve reservation of rooms, informing the relevant departments/units, preparation and dissemination of materials, etc.
8. Perform administrative assistant/support services related to faculty and staff searches, student assignments, and conferences and meetings.
9. Interview and/or supervise student employees, Interns, Volunteers, etc.
10. Assist in training new employees in various office duties/use of office equipment.
11. Communicate with other academic or administrative departments or outside agencies to expedite the processing of paperwork and departmental tasks or answer inquiries.

Transaction Processing:

1. Prepare routine reports, including drafts, using information received from various sources.
2. Receive and process financial transactions following prescribed procedures and best practices.
3. Process purchase orders and supply orders; verify deliveries.
4. Assist supervisors in specialized office functions.
5. Prepare work orders, monitor expenditures and budgets.
6. Make travel arrangements for interviewees, employees and university guests.
7. Receive and distribute mail for the unit/department/college.
8. Prepare the department/unit/college mailings within the department or coordinating with outside vendors, arranging special mail services when authorized.
9. Duplicate, collate and distribute materials. Coordinate the work of others to produce and distribute materials; confer with mailroom personnel as needed.
10. Assist in preparing and distributing materials such as recruitment documents.

Other Responsibilities:

1. Administrator for ListServ for the School of Social Work
2. Perform routine upkeep of office equipment, e.g., photocopier, computer terminals, printers, fax machines.
3. May serve on committees when authorized.
4. Perform other job-related duties as assigned.

REQUIREMENTS: (Knowledge, Skills and Abilities)

1. Ability to prioritize workload according to volume, urgency, etc.
2. Good organization skills and attention to detail.
3. Ability to handle multiple tasks effectively and accurately.
4. Ability to be discrete and maintain high confidentiality on a wide range of issues.
5. Good interpersonal, verbal and writing skills.
6. Knowledge of University policies and procedures.
7. Technology proficient with Google and Office Suites and Administrative Systems and Email.
8. Ability to work with students and colleagues in a diverse environment.
9. Ability to work with integrated student management and tracking systems, as well as Moodle and other online learning systems.
10. Knowledge of licensing and related requirements as established by NYSED, CSWE and other accrediting bodies.

PHYSICAL REQUIREMENTS:

1. Availability to work evenings and weekends as needed.
2. Ability to sit at a desk for long periods of time.
3. Ability to work on a computer for long periods of time.
4. Ability to open drawers and file paperwork.

EDUCATIONAL/EXPERIENCE REQUIREMENTS:

1. Bachelor's degree is required.
2. Two to three years of administrative or clerical experience is required.

HOURS:

1. Monday - Friday, 9am - 5pm in the office.
2. After the training period a hybrid schedule may be available.

ABOUT ADELPHI:

Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students' lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four-Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island's oldest private coeducational university, serving more than 7,250 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers students 79 undergraduate programs, more than 84 master's degree and doctoral programs, and 63 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 119,000 graduates across the country, a growing enrollment of students from 43 states and 72 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.