Summary
Barry University, School of Education is currently seeking
an Administrative Assistant III. This position provides administrative support
to the Program Director of Organizational Learning & Leadership (OLL), Program
Director for Ed Leadership and Higher Education (HED) and Associate Dean of the
Leadership and Professional Studies Interdisciplinary Unit in addition to
maintaining the department student records, processing documents, and
organizing professional activities/functions.
Essential Functions
Provides administrative support for the assigned department,
which includes:
- Assisting
with creation of the course annual budget sheets for the Ed. Leadership,
OLL and HED Programs
- Arranging
and scheduling various appointments/events: student appointments,
department meetings, dissertation defenses, etc. as well as preparing
documents, securing space and distributing materials for meetings
- Providing
a variety of information to assist faculty, students, staff and visitors
while helping to solve their problems and answer their questions in the
most efficient manner
- Reviewing
for accuracy course registrations, grade adjustments, student
withdrawals, drop/add requests, and other university/school related
documents. Verifies, scans and uploads required documents in the School's
SharePoint site
- Providing
procedural direction to faculty in completing academic related forms,
notifies academic advisors of a change in status of students when such
actions were taken
- Providing
oversight of Graduate Assistants assigned to faculty to ensure tasks
assigned to graduate assistants by the faculty are being completed in a
timely manner and monitoring compliance that they are fulfilling their
time requirements
- Covering
telephone calls for (OLL, Educational Leadership, and HED) Leadership and
Professional Studies Interdisciplinary Unit Liaison to graduate and
undergraduate Admissions office:
- Receiving
and Processing electronic admissions application files sent from
Admissions Office
- Create
and Integrate electronic files for new, existing, and re-admitted
students' electronic files
- Distribute
electronic file to appropriate Program Director and/or faculty for
decision
- Submitting
completed admission decision file to Admissions Office
- Inputting
of student advisors in database; initial entry and changes when requested
by Directors/Advisors
- Inputting
student discount codes, DOE codes, and variety of student information
into the University Database
- Maintaining
the Interdisciplinary Unit's student records and ensuring security and
confidentiality of data
Assist with clerical and administrative needs of full-time
and adjunct faculty:
- Maintaining
and establishing record systems for the Department, including making
copies, printing documents, typing correspondence, mail merging, running
reports, retrieving transcripts, creating new student files, updating
existing files, and handling phone calls. Answering telephone
calls, and taking messages
- Updating
the HED/OLL/EDL SharePoint site with critical program documents
- Maintaining
records of all domestic and international students to ensure they are
registered for their classes each semester in appropriate cohort with the
correct discount
- Greeting
visitors (prospects, applicants, students, faculty, staff, and the
public) in a courteous and professional manner
- Ensure
student workers are submitting timesheets in timely manner and ensure
that they are fully deploy during their required shift
- Referring
students to appropriate institutional services and resources beyond the
scope of the advisor/Program Director
- After
a semester commences (after the withdraw period), run report on students
that are admitted but not enrolled, they are called to see if they would
like to move their start date to a new term or be withdrawn, the report
is provided with findings to Program Directors to follow up
- Assist
with registering all the students that need to be taking the
Comprehensive Examinations
- Book
all rooms needed for PhD COMPS examinations to take place
- Ensure
testing packets are prepared and flashdrives for each student per day of
examinations and give to proctors
- Ensure
all test reviewers get the packets for grading after the examinations are
completed
- Ensure
DoIT Techs are available to troubleshoot on exam days
Travel Liaison for HED/OLL/EDL programs:
- Prepare
and arrange all travel arrangements for domestic teaching
- Upon
completion of travel, gather folios to submit to Business Manager for
reconciliation via Expense Report
Qualifications/Requirements
- High
School Diploma or GED required. Vocational or Technical Training in
Administrative Assistant skills, computers, bookkeeping, supervision,
human relations skills preferred.
- 3-5
years of related experience required.
- Ability
to conceptualize a product with required results.
- Ability
to manage multiple projects at a time; establish priorities and timelines
for project completion.
- Advanced
knowledge of computer applications such as Microsoft Word, Excel, Access,
Outlook, Publisher, PowerPoint and Adobe
- Typing
of 40-50 wpm. Proficiency in the operation of computers, scanners,
copier/fax machines, and printers.
- Ability
to organize information, data, files, etc.
- Excellent
oral and written communication skills; proofreading, detailing, and
editing skills.
