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Administrative Assistant to Dean, part-time 24 hrs. a week
Milwaukee, WI / Wauwatosa, WI
Job Description
Administrative Assistant to the Dean of the School of Humanities, Social Sciences and Education
Mount Mary University is seeking an individual to contribute to the realization of our mission. This position is responsible for maintaining a harmonious flow of persons and communications to and from the Dean's office, as well as performing numerous office and support duties while being able to work independently on projects.
ESSENTIAL DUTIES:
Duties include, but are not limited to, the following:
Mount Mary University is seeking an individual to contribute to the realization of our mission. This position is responsible for maintaining a harmonious flow of persons and communications to and from the Dean's office, as well as performing numerous office and support duties while being able to work independently on projects.
ESSENTIAL DUTIES:
Duties include, but are not limited to, the following:
- Maintain a welcoming and supportive demeanor to aid faculty and students in a collaborative and collegial environment. This position requires diplomacy, proactive thinking, and calm action in assisting the Dean, faculty, and students of the School.
- Coordinate communications between the Dean’s office and other Mount Mary departments and divisions.
- Process and manage the flow of all part-time faculty and over-load contracts. Facilitate effective communication with Human Resources as well as part-time faculty.
- Schedule appointments, which includes making room reservations, when necessary.
- Operate Microsoft office software to generate the following: letters, memos, reports, spreadsheets, forms, labels, and other materials.
- Use Jenzabar EX software to compile reports and data enter information as needed.
- Organize and maintain records and files, establish and maintain confidential office files.
- Act as Content Manager for the website for the School under the direction of the Dean. Monitor school and department pages on MMU website and other social media to support Dean and extend communications for the School.
- Act as liaison to IT and Facilities to report, monitor and track classroom and office needs. This includes the creation of help desk and facilities online work orders as well as troubleshooting on behalf of faculty until work order has been resolved.
- Collect and deliver campus mail, process bulk mailings and manage multiple mailing lists.
- Manage and track school budget expenditures, prepare check requests and monitor budgets on a regularly to ensure correct accounting debits and credits.
- Support Dean and School faculty before, during, and after special events to prepare invitations, announcements, certificates, display information, manage catering and maintenance requests and complete any follow-up correspondence.
- Prepare meeting agendas and maintain minutes for all school meetings. Maintain accurate and up-to-date records for the school.
- Proactively seek opportunities to support Dean in completing assignments such as bulletin updates, schedules, scholarships, grant writing and other duties.
- Monitor and/or purchase additional or replacement supplies as needed or directed.
- B.A. degree or equivalent strongly preferred.
- Experience working in an administrative support role with ability to work with modest supervision and confidence to problem solve and communicate clearly.
- Cooperative, friendly, and professional manner.
- Attention to detail.
- Outstanding communication skills, both written and verbal.
- Commitment to working as a team member and working with diverse constituencies.
- Excellent interpersonal skills and ability to build relationships with other university departments and divisions.
- Ability to maintain confidentiality.
- Sincere desire to assist faculty and students; strong customer service orientation.
- Excellent computer skills in Microsoft Word, Excel and PowerPoint and ability to learn new software as needed, such as Adobe Pro and Jenzabar. Proficient in all aspects of Outlook including managing calendars for Dean. Includes setting up meeting using electronic searches, resource reservations, recurring meetings/ class schedules and all other Outlook capabilities.
- Flexibility in working in a fast-paced environment with frequent interruptions and occasional emotionally-charged situations.
- Available to work Monday-Thursday to coincide with faculty and student peak hours.
Job Summary
Company
Start Date
Immediately
Employment Term and Type
Regular, Part Time
Hours per Week
24 hrours
Work Hours (i.e. shift)
Mon - Thurs
Required Education
High School or Equivalent
Required Experience
2 to 5 years
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