Administrative Assistant to Dean and Administrative Services Coordinator

Position Title Administrative Assistant to the Dean and Administrative Services Coordinator

Position Number

Position Number S190PD

Branch

Branch College of Arts & Sciences (BR)

Division

Division College of Arts & Sciences (DIV)

Department

Department College of Arts & Sciences - Administration

Location

Location Jackson

FLSA

FLSA Exempt

Job Summary

This position is responsible for administrative support to the Dean, College of Arts & Sciences.

About Union University

Founded in 1823, Union University is a private, coeducational liberal arts-based university offering bachelor’s, master’s, and doctoral degrees, with a total enrollment of about 2,600. The main campus is located in Jackson, Tenn., with additional campuses in Memphis and Hendersonville. A national leader among colleges and universities in promoting a Christian worldview and a Christ-centered approach to education, Union is consistently ranked among the nation’s premier Christian universities.

• Administer and oversee regular, routine matters for the Office of the Dean, College of Arts & Sciences; perform other duties as assigned by the Dean.
• Serve as receptionist for the College of Arts & Sciences, greeting visitors, providing information, and directing them to other personnel as needed. Serve as a solution-oriented resource for the school to faculty, staff, students, and the community.
• Perform administrative tasks including word processing, copying, faxing, and telephone duties. Prepare correspondence, reports, and other communication items. As needed, create and maintain spreadsheets, charts, tables, PowerPoint presentations, etc.
• Supervise, train, mentor, and support a team of eight Academic Secretaries who provide administrative support to department chairs and faculty within the College of Arts & Sciences. Maintain effective communication with department chairs regarding the administrative support needs of their departments.
• Manage the Academic Secretaries’ workload, assignments, and performance, taking into consideration the priorities and needs of the department chairs and faculty they support. Solicit input from department chairs, as appropriate, when evaluating performance, addressing concerns, and determining work priorities.
• Foster a positive work environment and promote teamwork and collaboration among the support staff.
• Coordinate adequate administrative coverage and support when Academic Secretaries are absent.
• Generate faculty load reports (includes computing yearly overload compensation) and calculate salary for adjunct faculty each semester/term; work with the Contract Budgeting System to ensure accurate payments and records of instructional compensation.
• Maintain and update employee assignment contract records, including load hours, overload, release, stipends, and other relevant information.
• Process adjunct payroll each term, by ensuring accurate and timely payment of wages.
• Address adjunct and or overload faculty payroll-related inquiries and resolve any discrepancies or issues promptly.
• Create and maintain payroll-related reporting and documentation.
• Maintain electronic or hard copy records of appropriate files for the College of Arts and Sciences: personnel files on full-time and part-time faculty; course syllabi for all A & S courses; financial records for budgets, etc.
• Maintain the appointment calendar for the Dean, College of Arts & Sciences. Coordinate arrangements for meeting locations, refreshments, agendas and reminders. Coordinate scheduling and travel arrangements for the Dean, College of Arts & Sciences.
• Provide support in the adjunct hiring process by compiling applications, payroll documents and contract renewals. Request and maintain official…