Administrative Assistant II, School of Arts & Sciences

Administrative Assistant II, School of Arts & Sciences

The Administrative Assistant II is responsible for providing administrative and clerical support to the Chair, Director, Faculty and/or administrative staff of departments or programs as assigned. This is a full-time, 12-month/year-round position. The position is ongoing and is not limited to a 12-month appointment. The hours are 8:30 to 4:30, Monday through Friday, with some evening requirements for events.

Essential Duties - Answer phones/check department/program email address and supply information on routine matters. May need to do research in order to provide complete information or service to alumni, students, parents, faculty, or staff. Receive, greet, direct, and assist students, parents, and visitors serving as a source of information regarding program policies, procedures, and activities. Provide data maintenance and support and appropriate coding/updating of information in Banner. Establish, coordinate, maintain, and update records of all aspects of programs operations, including files, databases, records, and/or other documents both electronic and paper. Assist the Chair or program director in the creation of class schedules and preliminary payroll reports. If area served includes a graduate program, coordinate student registration, including monitoring enrollments and assigning students to sections. Serve as the departmental resource in hiring processes and procedures, including the People/Admin employment portal. Assist in administering the budget, including tracking and monitoring purchases. Advise department faculty regarding correct forms to use for University activities (e.g., conference support application and reimbursement). Maintain accuracy of web page information. Schedule and coordinate meetings, events, interviews, appointments, and/or other similar activities. Develop and maintain good working relationships with the faculty and staff of other academic and non-academic departments; report information as required to the Office of the Dean. Oversee, train, and coordinate the schedules and assignments of student employees. Receive and distribute mail and packages. Order and maintain inventory of office supplies and any other necessary materials. Coordinate the maintenance of office equipment and facilities, and assist those needing help with the office copy machine. Assist with regular data collection, surveying, etc. as needed for the preparation of reports for internal or external use, such as assessment or accreditation. If area served includes a graduate program, assist with admissions process and coordinate logistics where needed.

Secondary Responsibilities - Assist with office coverage with other Administrative Assistants when and where necessary, as directed. Participate in ongoing professional development opportunities for administrative support staff as provided by the School or University. Other duties as assigned.

# of Direct Reports - 1-3 student workers

Required Qualifications - Associate's degree and 1-3 years of experience in an administrative support role or an equivalent combination of education and experience. Mastery of intermediate skill level in Word, Excel, PowerPoint, and internet search software relevant to the position. Intermediate skills in function specific database software (e.g., Banner, Argos, Canvas, Degree Works). Excellent communication skills (i.e. grammar, vocabulary) to be applied to telephone communications and to written communications such as email, letters, memos, etc. Knowledge of and commitment to the mission of La Salle University.

Preferred Qualifications - Previous administrative experience in an academic setting. Knowledge of Spanish or another language other than English (in positions where there is routine contact with students, families, or clients who are not native speakers of English).

Physical Requirements and/or Unusual Work Hours - Positions that support programs with evening course offerings may require some days with an adjusted scheduled (i.e. through start of evening courses). May be required to attend and assist in key events during evenings or weekends. May be required to sit for extended periods of time. May be required to lift boxes of up to 25 pounds. Ability to move around campus. May be required to deliver information or packages around campus.