Temporary Faculty Administrative Assistant

Temporary Faculty Administrative Assistant

Location:

Claremont, CA

Job Posting

Title:

Temporary Faculty Administrative Assistant

Job Details and Requirement:

Department:
Office of Dean of Faculty

Supervisor:
Sr. Administrative Coordinator for Academic Affairs

General Description

The Temporary Faculty Administrative Assistant performs a broad range of administrative and general office duties in support of the Office of Academic Affairs/Dean of Faculty, the Associate Deans of Faculty, and the faculty. The Faculty Administrative Assistant is supervised by the Sr. Administrative Coordinator for Academic Affairs. Duties and responsibilities are varied, customer service oriented, and often confidential in nature. Requires a high level of confidentiality, poise, good judgment, attention to detail and both independent and collaborative work.

Essential Functions

• Function as the primary support assistant for faculty and field groups. Also provide support for the Office of Academic Affairs/Dean of Faculty and serve as back-up to the Sr. Administrative Coordinator for department information, field group information, and administrative resources.
• Provide day-to-day administrative and technical support to faculty members and field groups.
• Assist Faculty in preparing reports, presentations, class materials, and other documents.
• Perform data entry;
  Assist with setup and administration of distributing and collecting course evaluations
• Provide faculty with technical and logistical assistance for virtual and in-person meetings, field trips, and on-campus events. Collect materials such as receipts, forms, and other documents as needed. Collaborate with appropriate departments or team members as needed.
• Place work orders for faculty to Facilities & Information Technology and follow-up as needed.
• Support tracking of faculty requests and with relevant staff and departments as needed.
• Provide support to the Office of Academic Affairs/Dean of Faculty
• Serve as a front-desk representative.
• Refer people to others regarding academic affairs policies and procedures
• Provide assistance to staff and administrators in the Dean of Faculty's office as needed.
• Perform other duties as assigned such as, but not limited to:
• Maintain inventory of supplies for the Academic Affairs Office.
• Keep copy rooms stocked and maintain copy machines.
• Assist with room access for faculty and staff.

Required Knowledge,

Skills and Abilities

The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Ability to maintain strict confidentiality and exercise a very high degree of independent judgment, tact, and discretion in the execution of assigned responsibilities.
• Ability to prioritize, organize large volumes of paperwork and emails, use time efficiently and manage multiple tasks to satisfy expectations and tight deadlines.
• Ability to switch between tasks quickly while maintaining workflow and attention to detail in a busy office environment.
• Adapts to changes in the work environment, manages competing demands and deals with frequent change, interruptions, delays or unexpected events with aplomb.
• Ability to independently conduct research and produce complex reports and presentations.
• Superior people skills, a customer service attitude, teamwork skills, and the ability to interact well in a culturally diverse work environment.
• Excellent word processing skills. Advanced-level skills with the full Microsoft Office suite and Adobe Acrobat. Knowledge of (or ability to quickly learn) data management systems and online job application systems (in use: People Admin).
• Strong editing and proofing skills in English. Writes English with attention to spelling, grammar, accuracy and the needs of the target audience; presents numerical data effectively; and uses various mediums of communication effectively (e.g. emails, memos, reports, etc.).
• Demonstrates initiative in anticipating schedules and needs to move projects forward.
• Excellent calendar…