SUMMARY OF RESPONSIBILITIES
The Assistant to the Dept Chairs is responsible for providing a wide range of administrative support duties for the IAIA Academic Division and acts as a front-of-house representative in a professional manner.
Essential Position Functions
· Provide a wide range of administrative support to Department Chairs, Faculty, Registrar and designated academic program staff. Position functions include but are not limited to:
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Prepare new faculty office space with Assistant to the Academic Dean such as submitting cleaning work orders, submitting IT work orders for computer and phone set-up, assigning/checking out keys and equipment
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Prepare faculty mailboxes, email distribution lists, contact lists and schedules at the beginning of each semeste
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Work with Chairs on the generation of (Course Action Requests) CAR’s
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Work with Chairs on adjunct hiring, contracts, and PAR’s (Personnel Action Requests)
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Work with Chairs, Bookstore and eCampus to prepare and execute eFast book adoption/ordering
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Collect and maintain course syllabi by updating the Canvas submission link and send reminders for missing Syllabi
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Help prepare classrooms, studios, and other academic teaching spaces each semester
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Organize and maintain copy/mail room and Faculty Resource Room
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Assist Chairs with administrative paperwork, including but not limited to Travel Authorizations, Leave Requests, IT and Facilities work orders
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Organize In-Service adjunct orientation with the Assistant to the Academic Dean
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Attend Department and governance meetings as requested
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Assist Chairs with ordering classroom instruction equipment and supplies
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Assist Academic Dean with special projects and work requests
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Assist the Registrar with transcripts and general filing
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Collaborate with Academic Leadership Team in creative problem-solving
· Work with Assistant to the Dean on staff-related financial and temporary contract records including:
REQUIRED EXPERIENCE AND EDUCATION
Must possess a high school diploma and at least two years of responsible administrative support experience of comparable scope and complexity, OR an equivalent combination of directly related education/experience. Must have proven experience working in a fast-paced office environment of similar complexity/size. PREFERRED: AA Degree and/or prior experience working in an academic environment of similar size and complexity.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
· Ability to work under general supervision, as well as the skill to begin projects independently, and to bring projects to conclusion in a timely manner
· Solid hands-on experience of standard word processing and spreadsheet software; as well as other computer capabilities (Outlook, internet, etc.)
· Demonstrate experience and knowledge of general office procedures and usage of general office equipment (copier, fax machines, etc.)
· Ability to maintain current and accurate filing systems
· Demonstrate hands-on experience with standard purchasing procedures (purchase orders, check requisitions, etc.)
· Ability and skill to communicate clearly and effectively verbally and in writing, using proper grammar, spelling, and punctuation
· Ability to establish rapport, interact and work successfully with a wide range of individuals including, faculty, students, staff, vendors, contractors, and visitors
· Ability to resolve operational, communication and/or interpersonal obstacles/conflicts in a respectful, professional, and constructive manner
· Adhere to appropriate standards of conduct and ethics, which includes but is not limited to:
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confidentiality
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integrity and honesty
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following directives
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exhibit the ability and flexibility to adapt to a dynamic and changing work environment
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cooperate, collaborate, and always treat others with dignity and respect
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participate proactively in problem solving
· Must be able to demonstrate pleasant, courteous, and professional demeanor and presence always.
· Must have a clean driving record in order to be bondable to drive a company vehicle
· Ability to complete other tasks/duties as needed or assigned
· Work requires complying with an 8:00am-5:00pm schedule
· Ability to sit for extended periods of times, utilizing a computer workstation
· Ability to read and interpret basic to complex data/information/guidelines/ procedures, etc. related administrative support to a large and demanding academic staff
· Must be able to carry and/or maneuver items weighing up to 25 pounds
· Ensure the security and confidentially of confidential/sensitive related data/information
· Performance evaluation will include assessment of performance results of job duties as described herein
· Management has the right to revise this job description at any time, with or without notice.
· This job description does not list all the duties of the job
· The job description is not a contract for employment
· Incumbent may be asked by supervisors or managers to perform other duties
