Summary
The School of Social Work at Barry University is seeking a
full time Administrator III.
This position provides administrative and secretarial
support to the school, giving direct administrative support to faculty, the
Dean, and the manager of operations. Incumbent manages the front desk of the
administrative office; receiving and directing all calls and visitors.
Individual is responsible for managing the Dean's calendar, events, assigned
tasks across programs and sites, scheduling and coordinating training,
administrative meetings and other Dean related activities, all faculty, guests,
and administrative travel accommodations.
Essential Functions
Provides administrative support to the Dean's office,
faculty, and Program Directors by:
- Serves
as receptionist for the school, which includes answering, screening, and
directing all calls as deemed appropriate.
- Receives
all visitors to the school and directing those visitors according to presenting
requests.
- Accepts
and distributes all mail, including solicited and non-solicited books
from publishers to various faculty members and administrators; accepting
all office supplies, equipment, and furnishings ordered by the School.
- Completes
supply inventory and order supplies as needed.
- Records,
posts, and distributes all minutes from Administrative Council, School
Council, and other meetings facilitated by the Dean.
- Manages
the school's academic calendar and consistently facilitates the updates
and distributes and posts for all school sites.
- Maintains
School directory and distributes and posts as needed.
- Completes
major mailings for the school and prepares correspondence for mailing as
directed by the Dean.
- Records
and publishes minutes at various school council and committee meetings.
- Follows
up on administrative projects at the request of the Dean, including
orientation for new full time and part time personnel; reports due from
all program and administrative personnel, other assigned and/or delegated
administrative tasks to School personnel.
- Monitors
submission and collects all semester reports and other documents as
requested by the Dean.
- Schedules
all meetings for the Dean's office, maintain calendar of appointments and
events, reviews and approves all event calendars and distribute
accordingly.
- Assists
MSW, BSW, and PhD Directors in carrying out various administrative
functions and program related tasks.
- Rotate
administrative support for Saturday programs.
Serves as the coordinator of events initiated by the
office of the Dean:
- Coordinates
events which include continuing education, certificate programs ,Literary
Gathering event, annual conferences, faculty professional development,
mini-conferences, major community meetings, School Advisory meetings,
including dates, times, space, food service, certificates,
audiovisual equipment, meeting accommodations, notifications, mailings,
submitting alumni updates, to the appropriate School unit, organizing and
managing registrations, coordination of such events with Conference and
Events, and facilitation of all travel related accommodations.
Provides administrative support to the Manager of
Operations:
- Tracks
all maintenance requests initiated by the manager of operations;
- Coordinates
the completion of all routine maintenance requests initiated by position
incumbent each semester.
- Conducts
inventories and order supplies for the School as needed.
- Assists
the office in the packaging, distribution and collection of all school
evaluations each semester which includes course evaluations, field
advising evaluation, and evaluation of faculty advising and
mentoring.
- Assists
in inputting results of the above noted evaluation for the purpose of
further analysis and distribution.
- Provides
administrative assistance to the dean in the management of committee
memberships, collecting faculty, staff, student information to
submit to Marketing Coordinator for website updates and other promotional
material.
- Consistently
uploads and maintains School Administrative documents on the School's
SharePoint site.
- Tracks,
Coordinates, and arranges all student, faculty and administrative travel
to conferences and training sessions.
- Assist
in the compilation of reports, including Board and Annual reports.
- Manage
all student requests for awards from the School's Fellowship fund.
- Coordinates
and arranges all travel and hotel accommodations for out of town guests,
such as speakers, trainers, consultants, etc.
Qualifications/Requirements
- A
Bachelor's degree in Liberal studies is required.
- 3-5
years of related experience.
- Advanced
skills with Microsoft Suite.
- Must
have the ability to plan and organize major student & faculty events
and manage administrative projects independently.
- Excellent
communication skills, verbal and written.
