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.