Administrative Assistant - School of Business
Description of Job
The incumbent is the lead administrative support to the Dean, Associate Dean of Graduate Programs, Director of Program Development, Director of Assessment and Graduate Advising, and Undergraduate Advisor and Internship Coordinator in the School of Business. In addition, the incumbent supports approximately 15 full- time and 20 adjunct faculty. The incumbent may supervise several student-workers throughout the year.
General duties include administrative office support, receptionist duties, meeting planning, coordination and reservations for special events; maintaining a document and record filing system and office physical appearance. The incumbent must have advanced Microsoft Suites skills, including Word and Excel. The incumbent must demonstrate excellent written, oral and listening communication skills.
The incumbent will give primary support to the Dean, Associate Dean of Graduate Programs, Director of Program Development, Director of Assessment and Graduate Advising, and Undergraduate Advisor and Internship Coordinator (referred to below as “administrators”) in the School of Business.
Specific duties Include:
Meet regularly with the Dean and administrators to receive, update, and review tasks and priorities.
- Serve as the lead staff to process and manage information for the timetables and catalogues, with attention to detail and critical timing for submission and approval.
- Coordinate all course change documents for the Dean’s approval and submission to appropriate College offices.
- Assist in managing the Dean’s business calendar ensuring time and preparation for all meetings, projects, events, travel, and in-office work. Assist the administrators with managing their meeting calendars.
- Schedule and organize all meetings as requested by the Dean and administrators and coordinate meeting preparations. Serve as the recording secretary as needed for regular faculty meetings and other committee meetings.
- Assist with letters, email and various correspondences on behalf of the Dean, Associate Dean, and Directors as requested. Proofread drafts and finalize correspondence when needed.
- Mange the Dean’s and administrators’ travel schedules and arrangements as needed.
- Assist the Dean and administrators with special arrangements such as luncheon or dinner meetings and receptions, both on and off campus.
- Assist the Dean in budget preparation and management throughout the year.
- Process all invoices and seek appropriate approvals.
- Generally assist full time and adjunct faculty with class material preparation and miscellaneous administrative duties as requested.
Necessary Education or Work Experience
- Minimum of 3-5 years of experience working in an office with preference given to an academic environment.
- Preference for a minimum of a Bachelor’s degree.
Required Knowledge and Skills
- Use effective organizational and project management skills, which demonstrate a commitment to continuous quality improvement and providing outstanding customer service to internal and external constituents.
- Process excellent oral, written, and interpersonal communication skills.
- Effective quantitative and accounting skill to develop, track and manage operating budgets.
- Proficient in research and preparation of professional reports and correspondence.
- Motivated to work independently, maintain long-term projects, and anticipate the direct reports’ expectations with a strong initiative to take ownership of areas of responsibility.
- Ability to work as part of a high performing team.
- Strong ability to interact professionally with diverse customers, co-worker/team members and constituents with diplomacy and tact.
- Exercise discretion and strict confidentiality.
Required Technical Skills
- Overall proficient skill level in Microsoft Office, which includes: Word, Excel, Power Point, Outlook, and basic computer concepts
- Knowledge of SharePoint, Blackboard and Jenzabar would be pluses
- Willingness and ability to learn new software
Edgewood College, an Equal Opportunity Employer, is committed to academic excellence through diversity in its faculty, staff, and students. Candidates must demonstrate multicultural competence — the awareness, knowledge, and skills needed to work with others who are culturally different from self in meaningful, relevant, and productive ways. Applicants from traditionally underrepresented populations including women and racial and ethnic minorities are especially encouraged to apply. The selected candidate must actively support the mission of the College by working with faculty, staff and students to share in our core values — truth, compassion, justice, partnership, and community.
To apply: Send a cover letter, resume, and references to:
Human Resources - AASB
1000 Edgewood College Drive
Madison, WI 53711
Equal Opportunity Employer