CGU-Administrative Assistant

POSITION OVERVIEW

The Administrative Assistant performs a broad range of skilled secretarial, clerical, and administrative duties in support of the academic and administrative activities of the School of Educational Studies (SES). Assists students, the dean, faculty, staff, and other stakeholders by managing and utilizing systems and procedures so the business of SES functions efficiently and effectively. Duties are varied and often confidential in nature.

Knowledge of the organization, policies, and procedures of the University is required, and often of a technical specialty.

None

Associate Dean of the SES with input from the Academic Program Manager and Administrative Manager.

Duties and responsibilities fall into three main categories:

ESSENTIAL FUNCTIONS:

(45%) Providing clerical and administrative support for the SES's academic programs by supporting the work of the Academic Program Manager.

While working under the direction and support of the Academic Program Manager, you will:

• Answer general student questions regarding program requirements and refer students to faculty or Student Services for guidance or counsel. Requires knowledge of policies and guidelines; must exercise judgment and discretion in communications.
• Monitor student progress toward degree completion and follow up to inform students of requirements, holds, deadlines, etc., and run queries and report data to SES staff and faculty.
• Assist with processing student forms and electronic milestone submissions to Student Records and follow up with students and faculty for any missing items. Track submissions to ensure documentation in Student Records is accurate and complete.
• Assist with scheduling and coordination of facility and audiovisual arrangements for student qualifying exams, proposal meetings, dissertation defenses, and other meetings and events. Communicate logistics to SES stakeholders.
• Maintain student paper and electronic files; update files by copying, scanning, combining, and uploading documents for entry into departmental student files, People Soft, and other archives.
• Coordinate collection and archiving of key documents related to program success, evaluation, and accreditation, including annual faculty CVs and course syllabi.
• Assist with collection, archiving and dissemination of course evaluation data at the end of each term.
• Exercise confidentiality and discretion when handling student, faculty, or departmental files.
• Maintain learning management sites (e.g., Canvas, SharePoint) and the school's website.
• Assist with data collection and dissemination for Student Review Days.
• Assist with production of CGU Bulletin and SES Handbook(s) aligned to each other and SES practices.
• Complete other duties and tasks assigned by the Academic Program Manager related to scheduling, student and faculty communications, and other student support services at the university.

(45%) Providing clerical and administrative support to the Administrative Manager. While working under the direction and support of the Administrative Manager, you will:

• Assist in planning and executing SES and CGU events (lectures, orientations, recruitment events, commencement, awards ceremonies, etc.). May involve room setup, event logistics, publicity materials, agendas, registrations, and occasional evenings/weekends.
• Manage calendars for SES lectures, defenses, faculty meetings, and events; provide logistical support as needed.
• Support fiscal administration of the School through accounts payable, payroll, and financial aid functions related to operating and grants budgets; assist in submitting payroll forms, invoices, and reimbursements; use CGU tools (Work Day, People Soft, Excel, etc.).
• Support preparation and processing of financial documents (purchase requisitions, spend authorizations, credit card reconciliations, cash deposits).
• Support processing of adjunct contracts.
• Compile, disseminate, and archive documents and records for internal or external use.
• Complete other duties related to events, archiving, and budgetary tasks as assigned.

(10%) Other clerical and administrative duties. In this capacity, you will:

• Serve as the central communications coordinator by answering telephones, screening visitors, managing school email inboxes, handling non-electronic mail, and disseminating SES content and updates. Exercise judgment, tact, and discretion in response to inquiries and postings to internal sites.
• Type, photocopy, and scan letters, memoranda, reports, and other materials as requested.
• Assist the Dean and Associate Dean with regular program and University business processes.
• Provide clerical support to the Dean and Associate Dean.
• Support special…