Sr. Administrative Assistant - Firelands

Administrative CoordinatorUnder the general supervision of the Dean of BGSU Firelands, this position provides administrative coordination and operational support for the Dean's Office. The role is responsible for high-volume, detail-oriented processing of faculty personnel actions, including contracts, addenda, and related documentation, as well as coordination of academic operations, HR processes, and office workflow.The position supports faculty affairs, academic operations, and institutional processes through document management, tracking, and communication, ensuring accuracy, timeliness, and alignment with University procedures.Faculty Affairs Processing & Coordination (Core Function)Coordinate administrative processing of faculty personnel actions including adjunct, full-time, and summer contracts, addenda, overloads, and stipendsPrepare, route, track, and file faculty contracts and related documentation using systems such as OnBase and Adobe SignMaintain contract tracking spreadsheets and monitor completion of required approvals and signaturesAssist in preparation and formatting of merit and promotion letters using established templatesMaintain records of part-time faculty cumulative teaching hours and support pay determination processesUpdate enrollment data and assist in validation of contract-related compensationSupport faculty hiring processes by collecting and organizing required documentationAcademic Operations & Compliance Support (Processing & Tracking)Maintain tracking systems and calendars for academic processes, including Faculty 180-related documentation and Evergreen timelinesPrepare and process standardized letters (ERP/ARP/EPR/APR) and route for review and signatureTrack submission and completion of academic documentation and maintain organized recordsCoordinate preparation and distribution of committee lists, appointment letters, and election materialsCompile and verify data for reporting requestsHR Processing & Employee Lifecycle CoordinationCoordinate onboarding and offboarding documentation for faculty and staffMaintain and update personnel lists across employee groupsSupport administrative and classified staff evaluation processes, including tracking and routing documentationPrepare service award materials and coordinate with campus partnersMaintain employee records and update listserv distributionsEvent & Meeting Logistics CoordinationCoordinate logistics for meetings and events including scheduling, room reservations, catering, and technologyPrepare and process internal facility use applicationsSupport coordination of institutional events such as Opening Day, Closing Day, Recognition, and CommencementSchedule recurring meetings including Leadership Council and Board meetingsCommunications & Administrative SupportDistribute communications on behalf of the Dean's Office, including newsletters and announcementsMaintain calendars and event schedulesRespond to phone, email, and in-person inquiries and route requests appropriatelyMaintain procedural documentation and distribute institutional communicationsFinancial & Administrative ProcessingProcess purchase requisitions and route for approvalSupport stipend and addendum payment processingMaintain awareness of budget-related coding for administrative transactionsGeneral Office OperationsSupport daily operations of the Dean's Office, including managing communications, visitors, and workflow coordinationAssist in maintaining organized filing systems and document management practicesThe list of essential duties, tasks, and responsibilities is not all-inclusive; individual will perform other duties as assigned.ExperienceOne to two years related experience required; must include progressive administrative experienceEducationHigh school diploma or GED requiredPreferred QualificationsAdvanced proficiency in Microsoft Office Suite, particularly Excel for tracking and data organizationExperience managing multiple calendars and scheduling using OutlookExperience with document management or workflow systems (e.g., On Base, Adobe Sign)Experience in application of organizational policies/proceduresMaintain strict confidentiality of all sensitive information and materials.Essential CompetenciesStrong organizational and time management skillsHigh attention to detail and accuracyAbility to manage multiple processes and deadlines simultaneouslyAbility to follow established procedures and maintain accurate recordsEffective written and verbal communication skillsAbility to apply numerical reasoning and written communication skills to support administrative processes, including tracking, verifying, and preparing accurate documentationAbility to work collaboratively across departments and interact effectively with faculty, staff, students, and the publicDemonstrated proficiency in Microsoft Office applications (Word, Excel, Outlook) and administrative systemsAbility to maintain confidentiality and exercise sound judgment when handling sensitive informationAbility to work effectively in a fast-paced, changing environmentAbility to coordinate tasks and support workflow across multiple functional areasAbility to use document management systems (e.g., scanning, filing, electronic records)Application DeadlineThe search committee will review applications until the position is filled; however, for best consideration, applications should be provided by June 4, 2026.Required Application Materials & EvaluationExperience must be fully documented on the official application.The application will be used to evaluate if candidates meet the minimum requirements for the position and for consideration when determining starting pay rate.Experience requirements are inclusive of relevant professional experience, or experience attained through relevant internships, co-ops, student employment positions, or graduate assistantships.UploadsRequired: Resume (for supplemental information only)Optional: Cover LetterEssential Requirement: Work AuthorizationBGSU does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.