Academic Administrative Assistant

Administrative Assistant

Founded in 1887, Alverno College is a four-year, Catholic liberal arts college for women sponsored by the School Sisters of St. Francis. The college also offers a robust array of graduate and degree completion programs for women and men. Student learning and personal and professional development are the central focus of everyone in the Alverno College community. As Wisconsin's first designated Hispanic-Serving Institution, Alverno enrolls a highly diverse student body of virtually every demographic and experience.

It is an institution that has revered tradition and encouraged innovation for more than 130 years.

Principle Responsibilities

• Coordinate the hiring process within department and provide all services needed for all new faculty, TA's and related staff hires (i.e., requisition forms, technology access, mail drawer requests, key requests, office set-up, initial office supplies, past syllabi and division information, etc.).
• Reserve meeting rooms and/or equipment for faculty related functions. Assist with any department events for specific arrangements needed.
• Assist in coordination of registration and travel/lodging plans for faculty participating in professional activities related to Alverno College.
• Maintain inventory of all office supplies and equipment and work with department members to anticipate needs and ensure adequate supplies are available. Order supplies and any necessary repairs or replacements of copiers, computers, printers, scanners, faxes, or any other equipment.
• Provide support to student organizations and faculty as needed; e.g., mailings, duplicating, equipment and room requests, publicity documents, and food service.
• Compose, prepare, and distribute correspondence for the department (e.g., letters, memorandums, reports, course materials, syllabi)
• Process and maintain purchase orders, invoices, and business records
• Process and handle incoming and outgoing mail according to the direction of the Dean and Program Chairs.
• Perform general clerical duties including photocopying, collating and faxing
• Attend learning opportunities, meetings and events; take meeting minutes as requested by the Dean or Program Chairs.
• Effectively communicate with students, faculty, staff, and external audiences, maintaining a retention focus when working with students and a professional presence.
• Hire, train, and supervise student workers for general office work in accordance with college policies and applicable laws.
• Serve as primary contact for students, faculty, other college offices, and external audiences. Provide appropriate information and follow-through, or direct them to the person or department that can assist them.
• Establish effective working relationships within the School and with other college offices to support the work of the department (e.g., Professional Support Services, other Academic Administrative Assistants, Registrar's Office, Help Desk and Academic Affairs).
• Notify the Dean/Program Directors regarding any concerns perceived in interactions with faculty, staff, students, or off-campus visitors related to the School.
• Monitor and keep Dean, Program Directors, Program Chairs, and school faculty abreast of college personnel changes, events, and issues.
• Anticipate and identify problems. Suggest improvements and changes to procedures to the appropriate persons or departments.
• Greet and direct visitors and guests at special events (e.g., school dinner, training, recruiting).
• Develop and maintain systems to initiate, coordinate, process and follow-up on tasks and documents throughout the academic year including, but not limited to, evaluations of courses, evaluations of students, textbook processes, syllabi, contracts, faculty schedules, course feedback, narrative transcripts, Faculty Annual Reviews (FAR), new student processes/procedures, and other records.
• Organize and maintain filing and database systems including but not limited to: paper and electronic files. Transfer files to archives as appropriate.
• Compile a variety of reports using Colleague course and faculty information as needed.
• Comply with safety procedures and maintain clean and orderly work areas.
• Perform other tasks as necessary to support the mission of the College.

Qualifications

• Associate degree required; bachelor's degree preferred. Equivalent combination of education and relevant administrative experience may be considered.
• Minimum of four years of administrative, office coordination, or academic support experience required; experience in higher education strongly preferred.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, records, requests, and recurring academic processes throughout the year.
• Demonstrated ability to provide professional, responsive service to students, faculty, staff, visitors, and external audiences.
• Excellent written and verbal communication skills, including the ability to prepare correspondence, meeting materials, reports, syllabi, and other department documents…