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.



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