Administrative Assistant 2 - Communication

Administrative Assistant for Communication Department

This position serves as the administrative assistant for the Communication Department by providing customer and student assistance, office and building management and administrative support to the Academic program with emphasis in Communication. This position supports and reports to the Department Chair of Communication.

Part-Time/Academic year schedule: This position will work up to 20 hours a week between August 16 and May 15, with occasional hours during the summer months. The total hours worked are not to exceed 1,000 hours in a fiscal year or a calendar year.

Essential Responsibilities:

• Customer or Student Assistance:
  • Serves as a central point of contact for the departments, students, and external constituencies in the resolution of a variety of daily matters. Provides support for the departments by answering telephones and relaying messages, handling follow-up communications as needed, assisting with and resolving inquiries of students and visitors, providing information and directions, resolving problems, and reviewing and distributing incoming and outgoing mail.
  • Assists students in setting up meetings with faculty members as requested.
  • Assists students with registration issues.
• Faculty Support: (These responsibilities to be completed as requested by Faculty)
  • Handles a wide variety of miscellaneous assignments for faculty in order to facilitate their teaching, to include: the scheduling of rooms and AV equipment for classes and events; requesting keys, ordering and distribution of textbooks; replicating materials used in support of teaching, research, and/or committee work; typing, proofreading, editing, and preparation of class materials; and the providing of assistance in the collection and distribution of student assignments.
  • Maintains faculty schedules as requested and schedules meetings.
  • Proctor exams and administers make-up examinations to students as requested.
  • As requested, maintains content for departmental courses in the Learning Management System (Blackboard or eLearning). This includes uploading PowerPoints, audio recordings, and course materials weekly, and sending out class emails and announcements.
  • Handles travel arrangements, transportation and lodging for faculty and student groups as needed.
  • Handles incoming/outgoing mail services.
  • Attends department meetings as requested.
  • Assists faculty as requested with individual projects involving proofreading, editing, and preparing materials for publication.
  • Provides administrative assistance with faculty and/or staff searches, as appropriate, to include organizing employment applications, preparing applicant acknowledgements and interview documents, coordinating interview logistics and making travel arrangements.
  • Provides guidance and orientation support to new faculty members and helps with the set-up of accounts and identification of campus resources.
  • Coordinates communication/orientation for all part-time Faculty:
    • Keeps in touch with all full and adjunct faculties regarding departmental business.
    • Maintains student schedule and contact information for the faculty.
    • Provides basic guidance and orientation support to new faculty members by assisting them in the set-up of accounts and the identification of campus resources.
  • Support Theater Box Office: may involve ordering tickets, creating a seating chart, answering messages, handling money.
• Record Keeping:
  • Establishes, updates, and maintains department's files, inventories, and records; implements and maintains data management systems, as required, to include the maintenance of Advisee Records and other departmental information.
  • Handles collection and organization of documents for academic assessment on an ongoing basis and more extensively when required to do so for accreditation.
  • Updates records of alumni employment as requested.
• Office/Building Management:
  • Maintains academic and facility use scheduling calendars. Works to resolve staffing, scheduling, and room assignment issues.
  • Maintains tidiness along with the necessary supplies in the building's common areas and communicates with Facilities about needs that arise for Departmental spaces.
  • Orders and maintains office supplies.
• Budget Support:
  • Manages petty cash fund with accurate record-keeping.
  • Assists faculty with check requests and the reimbursement of expenses.
  • Monitors purchases and expenses to include but not limited to books, syllabi, course materials, instructional materials, all office supplies, and travel expenses.
  • Completes purchase order requests, check requests and deposits for faculty.
  • Assists the chair in ongoing evaluation, allocation, and usage of the budget.
  • Manages all paperwork involved in the hiring of student employees for the Department's programs and processes student worker timecards, maintaining an accurate spreadsheet for accounts.
• Communication Disorders Specific Support:
  • Assists in contacting professionals within the Communication or Speech Pathology fields to coordinate student observations, clinical practicum experiences, or internships.
• Other:
  • Provides support for other Academic Programs as requested.
  • Performs other related duties assigned.

Exhibits behavior that is consistent with and supportive of Geneva's mission, vision, core values, and standards of conduct:

• Geneva Mission Statement: Geneva College is a Christ-centered academic community that provides a comprehensive education to equip students for faithful and fruitful service to God and neighbor.
• Vision Statement: Geneva College will inspire students to integrate faith in Christ into all aspects of life in the real world, and to serve faithfully within their callings for Christ and Country.
• Core Values:
  • Serve with grace.
  • Pursue Godly wisdom.
  • Foster academic strength.
  • Engage culture faithfully.
  • Inspire vibrant hospitality.
  • Honor one another.
• Standards of Conduct: Employees of Geneva College will affirm upon hire, and annually thereafter, their promise to abide by the College's Standard of Conduct Policy. All employees must conduct their personal affairs so there can be no opportunity for unfavorable reflections upon the Christian beliefs and mission of the College, either expressed or implied. It is expected that employees will conduct themselves in a manner consistent with biblical standards, values, and character. These standards of personal conduct do not apply to family members and/or friends of the employee.

Job Requirements - Administrative:

• General: Individuals must possess the knowledge, skills, and abilities listed or are able to explain and demonstrate that they can perform the essential responsibilities of the job, with or without reasonable accommodations in order to safely perform the essential responsibilities of the job.
• Physical: Must be able to perform the following: talking, hearing, and seeing. Must have sufficient manual dexterity to be able to operate all office equipment including, but not limited to computers, printers, copiers, scanners, and telephones.
• Confidentiality: Individuals must recognize that management of data, including personal information, grades, budgets, programs, and policies is necessary to the operation of the College. Such information must be kept private and confidential for the protection of the College and to obey Federal and/or State laws. Should there be doubt as to whether a certain matter is to be protected, it should be discussed with your supervisor before making a disclosure.
• Mental: Must be able to reason, analyze, prioritize, conceptualize, make judgments, and solve problems.

Qualifications:

• Minimum:
  • Education/Certification: High School Diploma or GED with helpful course work/certification in office management or administration.
  • Experience: Two to four years of experience in a secretarial or administrative assistant position.
  • Skill/Abilities: Able to exchange information clearly and concisely, resolve questions and problems in a professional manner, manage workflow and communicate with the supervisor, comprehend simple instructions, short correspondence, and memos, and prioritize tasks and manage in an atmosphere of frequent