Administrative Assistant, School of Arts, Sciences and Education; Division of Math & Sciences

Position: Administrative Assistant, School of Arts, Sciences and Education; Division of Math & Sciences (71751)
This is a 32 hours/week position

Position Summary

The Administrative Assistant provides comprehensive administrative and clerical support to the Dean and the academic division, ensuring the efficient operation of daily activities and alignment with the university's Catholic mission and values. This position serves as a key point of contact for faculty, staff, students, and external partners, managing communications, scheduling, records maintenance, and event coordination. The Administrative Assistant assists with budget tracking, academic reporting, and project management, while upholding confidentiality, professionalism, and attention to detail.

The role requires strong organizational skills, the ability to manage multiple priorities, and a commitment to fostering a welcoming and service-oriented environment that supports the mission of the division and the broader university community.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

Core Responsibilities & Impact

* Provide comprehensive administrative support to the Dean, Division Chair and 8 full-time and 20 +/- adjunct faculty across the Division of Math & Sciences.

* Partner with HR to onboard adjunct faculty annually, including employment agreements, system access, and compliance documentation

* Manage procurement and supply ordering for teaching and research labs.

* Generate and analyze Banner reports to support academic planning, faculty workload, and departmental decision-making

Academic Operations & Faculty Support

* Coordinate course scheduling and faculty assignments each term,

* Collect, audit, and maintain files of faculty syllabi

* Act as primary liaison for adjunct faculty

* Support curriculum updates and academic catalog revisions

Events & Program Coordination

* Lead coordination of Sigma Zeta Honor Society induction, including:

* Running eligibility reports for Math & Science students annually

* Managing invitations, RSVPs, and dues collection for invited students and guests.

* Developing event materials and program execution

Student & Faculty Services

* Provide front-line support to students, resolving academic and administrative inquiries

* Manage course changes, cancellations, and faculty rosters in real time

Financial & Contract Administration

* Prepare and process stipend and overload payments for adjunct faculty

* Draft and manage adjunct employment agreements and faculty overload agreements, ensuring accuracy and timely execution

* Assist with lab and departmental purchase approvals and tracking

Operational & Cross-Functional Coordination

* Partner with co-administrator to support the Dean's office and ensure continuity of operations

* Partner with co-administrators to support events for the VPAA office and campus at large to ensure continuity.

* Manage faculty and lab maintenance requests, coordinating with facilities to resolve issues efficiently

* Maintain consistent communication with faculty regarding deadlines, events, and institutional updates

This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

Required Qualifications (Knowledge, Skills, and Abilities)

Must demonstrate an understanding the Walsh University Statement of Faith and a commitment to support the Mission, Vision, Values and Code of Ethical Conduct of Walsh University in accordance with Ex Corde Ecclesiae and the Catholic intellectual tradition. Must also possess the following:

Education:

High School diploma required, Associate Degree or higher is preferred

Work Experience:

Experience in a higher education academic environment strongly preferred but not required. 1 year of experience in an administrative assistant support role required.

Skills and abilities:

* Professional demeanor and ability to interact with charity towards students, staff and faculty. Positive attitude a must.

* Excellent organizational skills with strong attention to detail

* Strong interpersonal, written, and verbal communication skills

* Professional presentation and demeanor

* Ability to maintain confidentiality with sensitive materials

* Strong aptitude with Microsoft Office applications; familiarity with various systems and other electronic database programs are a strong plus

* Ability to prioritize duties/tasks

* Ability to track and meet deadlines

* Ability to manage data

* Ability to work in a fast-paced environment with diverse personalities within the various programs within the School and across the Institution

* Ability to work with minimal supervision

* Ability to problem solve

* Flexibility, adaptability and patience

* Ability to attend…