Administrative Assistant to the Dean of SGCS

The Administrative Technical Assistant to the Dean is a full-time (35 h our per week), 12- month position in the Office of the Dean of Graduate and Continuing Studies. This is a hybrid position which requires excellent administrative assistant skills, technical expertise, and familiarity with the certification and licensure process for school counseling, mental health counseling, literacy, and special education. The administrative technical assistant to the dean works closely with the dean, associate dean, AUNY programs coordinator, and the AUNY field placement coordinators.

The School of Graduate and Continuing Studies (SGCS) has two primary divisions, Counseling and School Psychology (CSP) and Alfred University New York (AUNY). While working out of the dean's office, this position will provide day-to-day support to the graduate and continuing undergraduate programs housed within the AUNY division of SGCS.

Rate: $18.39-19.45, 35hrs/week

Responsibilities:

• Perform administrative work, correspondence, and calls of a confidential nature
• Coordinate inquiries from students, faculty, and staff from the main campus in Western NY and all current and future satellite locations including but not limited to Corning, New York City (NYC), Long Island, and Westchester
• Maintain, process, and manipulate data on a personal computer using word processing, data, and spreadsheet software
• Create and manage field placements within LiveText or similar learning management systems (LMS) software.
• Assist in the coordination of the AUNY field placements in the school and mental health counseling graduate programs.
• Assist with the NYSED and NY State Office of the Professions (OOP) certification and licensure application process as it pertains to the submission of the appropriate forms for certification and/or licensure.
• Receive information and requests from both internal and external sources and determine the appropriate individual or office to convey said information.
• Act with a high degree of independence as liaison with inside and outside contacts in preparing meeting materials and minutes, scheduling meetings, arranging and coordinating travel needs, and other support functions.
• Maintain and monitor/analyze budget records and reports by performing duties such as preparing and submitting expense reports, reconciling, monitoring, and verifying expenditures, reviewing budget statements regarding status of accounts, and making recommendations as to projected budget.
• Process hiring paperwork for adjuncts each semester and track related expenses.
• Coordinate purchasing requests with the division and clinic secretaries.
• Develop, prepare, proofread and/or compose correspondence requiring excellent judgement and discretion. Routinely edit materials for internal and external communications. Develop, prepare, proofread and/or compose correspondence requiring excellent judgement and discretion. Routinely edit materials for internal and external communications. Compile data and materials for presentations, meetings, and proposals, often confidential in nature.
  Participate in and help with the organization of appropriate University events including the AUNY commencement in NYC.
• Preparation for and participation in the AUNY summer residency program which typically takes place during the entire month of July.
• Occasional travel to the NYC-metro area is required (2-3 trips per year).
• Occasional evening and weekend work may be required
• The AUNY summer residency program requires weekend and evening work during a 2-3 week period in the month of July.

Skills / Knowledge

• Working knowledge the NY State Education Department (NYSED) Office of Teaching Initiatives (OTI) TEACH website and navigating the certification process for applicants for school counseling, literacy, and special education.
• Working knowledge of the OOP licensure application process as it pertains to the submission of the appropriate forms mental health licensure.
• Proficiency with BANNER, specifically the ability to provide ongoing budget management support through the generation of reports and compiling of budget­ related data.
• Proficiency with BANNER, specifically the ability to provide support in the creation of courses and the assignment of instructional faculty for all programs within the SGCS.
• Working knowledge of the full Microsoft Office suite (Outlook, Word, Access, & Excel)
• Experience with budgeting and day-to-day management of operational budgets.
• Handle student, faculty, and staff information confidentially and with discretion

Requirements:

• Education: Bachelor's degree preferred or a high school diploma and at least three years of related experience in an institution of higher education, preferably in a chairperson's or dean's office.
• The incumbent must have a good sense of organization, the ability to perform multiple tasks simultaneously, and the ability to prioritize competing demands.
• The incumbent must be able to maintain calm under pressure and during periods of increased and/or heavy demand.
• The incumbent must be able to work collaboratively and interact with multiple levels of staff and administration while also being able to effectively, assertively, and professionally interact with and manage student inquires and requests.
• The incumbent must demonstrate typing and spelling competency with grammar and proofreading skills.

Physical Demands & Work Environment:
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 accommodation may be made to enable individuals with disabilities to perform essential functions. 

Personal Protective Equipment must be worn when required. A respiratory function test and the ability to use respirators may be required. Stairs and uneven surfaces may be present; artificial lifts, etc., may or may not be available. The position may require the incumbent to walk outdoors in all types of weather to other buildings or offices located on the campus. The Campus is in an area that contains numerous hills and slopes and may not always be fully accessible for mobility-impaired individuals.

About Alfred University:
Lighting the way for students since 1836. “We've always been a place for makers, especially those who make the future. Our commitment to independent thinking, creativity, academic rigor, and community have made us a unique kind of leader since 1836.”

Alfred University (AU) was founded on principles of social justice in 1836 by liberal, independent thinkers who placed high value on education for all citizens. The University has retained and built upon the strong values of its founders, developing as an institution of national and international renown that is responsive to the needs of contemporary society while remaining consistent with the spirit of its origins. Alfred University is the second oldest coeducational college in the United States as well as one of the earliest nineteenth-century colleges to have enrolled African American and Native American students. It has a long-standing history of educating socially conscious students who make a difference in their professions and their communities.

Over the course of the twentieth century, Alfred University evolved into a complex institution offering a full range of programs in the liberal arts and sciences, art and design, engineering, business, education, counseling, and school psychology to its nearly 2,000 undergraduate and graduate students that live, learn, and play on a 232-acre campus located in an idyllic, creative valley in Western New York.

Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law.