Administrative Assistant

Position: Administrative Assistant 4
Department:
SoC Radio/Television/Film

Salary/Grade: NEX/12

Target hiring range for this position will be between $26.00-$28.00 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data

Job Summary:

Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events. Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable:
Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.

The Administrative Assistant 4 position serves two related but distinct MFA programs: the MFA in Documentary Media and the MFA in Writing for the Screen + Stage. The position supports the of each program and the graduate students, faculty and recruits who make up the associated cohorts and communities. The Program Assistant will be responsible for the daily administration of the programs' communications, events, visiting artist arrangements, and financials, and will help guide students through admission and registration while maintaining records of academic progress.

Organizational skills and attention to detail are key, since this position coordinates administrative processes associated with education, research, and operations, and creates and maintains associated documents, spreadsheets, databases, and meetings. Additionally, we seek an individual who is passionate about supporting emerging artists in an inclusive and diverse learning environment. Occasional weekends and evenings will be required for coordinating special events.

Please note:

Hybrid, some nights/weekends for capstone events

Specific Responsibilities:

Documents & Databases

* Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.

* Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.

Website

* Oversees creation, design & maintenance of website &/or blog content ensuring ease & practicality of use for targeted audience & objective.

* Organizes information in ways that promotes & encourages use of site.

* Gathers information regarding programs, events, etc.

* Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.

Accounting

* Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.

* Processes accounting transfers, appropriation & funding changes, deposits, & payroll.

* Completes journal entries.

* Creates & monitors budget statements.

* Verifies that charges are accurate & posted to the appropriate account.

* Reconciles accounts.

* Resolves discrepancies &/or outstanding encumbrances.

* Assists in balancing accounts at close of fiscal year.

* Assists in preparation of annual budget.

* Administer budgets &/or accounting balances for multiple awards.

Human Resources

* Coordinates administration of all HR actions from hiring to termination.

* Supports staff &/or academic searches.

* Recommends & implements changes to administration of HR policy & procedures for unit/dept.

Coordination

* Manages supervisor's &/or dept calendar.

* Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.

* Sets-up & cancels meetings based on knowledge of subject & attendees.

* Coordinates large scale &/or complex events.

* Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.

Contacts

* Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.

* Responds to unanticipated & complex issues.

Student Services

* Coordinates student recruitment & admissions process.

* Reviews & prioritizes applications.

* Refers students to appropriate resources.

* Counsels students regarding alternatives for course requirements.

* Participates in evaluation of program & curriculum planning.

* Recommends & implements administrative & procedural changes.

Supervision

* Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

* A high school diploma or equivalent required.

* 5 years of administrative support or other relevant work experience required.

Minimum

Competencies:

(Skills, knowledge, and abilities.)

* Knowledge of word processing, spreadsheet, email, and database software programs is required.

* Excellent communication skills; demonstrated effective spoken…