Duties and Responsibilities |
General office support
* Greet and assist students and visitors to the OAA, answer phone, take messages, respond in person and over the phone
* Maintain the office's physical space as an organized and welcoming environment
* Oversee the management of office supplies including purchasing, organization, inventory, issuance, and storage of supplies
* Maintain updated calendar of OAA meetings and events; assist with internal and external room reservations organize Associate Dean's calendar; schedule meetings between faculty, staff, and/or students
* Monitor the OAA budget and handle fiscal matters of the department including tracking and submitting documentation for expense reimbursement and pro-card charges
* Supervise student worker
Administrative support
* Manage all details for the College's graduation, for academic society convocation (PTK), and for all events associated with the OAA
* Assist with all aspects of programs and events including reserving space, issuing invitations, booking travel, arranging catering, and communicating set-up
* Use T4 to manage updates to Academic Affairs web content on LUC.edu/Arrupe
* Coordinate paperwork for adjunct, one-year, and full time faculty hires
* Coordinate faculty searches including travel, accommodations, and interviews; complete faculty hiring paperwork
* Edit and disseminate documents related to college policies and processes, including faculty handbook, student academic handbook, adjunct handbook as directed, academic standings notifications
* Assist in academic processes including, course registration, advisor assignments, graduation audits, hardship appeals, and attendance tracking
* Maintain file of current course syllabi by semester
Faculty support
* Serve as the first point of contact for all faculty inquiries and requests
* Assist new hires with desk/phone set-up, desk/door plates, tech requests
* Assist faculty in administrative tasks associated with their committee work and co-curricular programming
* Proctor make-up exams as needed
* Communicate class cancellations
Student Employment Support
* Provide orientation and training for student workers across Arrupe College in the Office of Academic Affairs, Office of Student Success, and Admissions.
* Provide general supervision by monitoring progress, coordinate schedules and work hours for all student workers.
* Co-chair the Arrupe Student Worker Committee, a cross-department faculty and staff committee focusing on the hiring, paying and training of student workers
* Create/modify ePAF for student hires, terminations, position or budget changes (Office of Academic Affairs and Office of Admissions)
* Track onboarding of new students, update status of current or terminating students, create the ePAF forms
* Liaison with HR and payroll as needed to process student paperwork (new hire paperwork, ePAF, KRONOS, manual time cards)
* Instruct students on entering KRONOS hours, transfer position hours, how to complete manual time cards when KRONOS is not yet activated.
* Provide faculty and staff supervisors with print-out of KRONOS hours near end of each pay period for comparison with their written sign-in/out sheets to verify KRONOS hours entered are accurate before manager approval
Fulfills others Duties as assigned
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Qualifications |
* Preferred Education/Experience: High school diploma or GED equivalent and three years of relevant experience; or Associates degree and 1 year of experience or Bachelor's degree.
* Strong organizational and project management skills; ability to manage multiple projects simultaneously; keen attention to detail and accuracy.
* Demonstrated experience providing support for multiple individuals.
* Demonstrated experience with Microsoft Software including word processing, spreadsheet, database, and presentation software.
* Strong oral, written and interpersonal skills to communicate and interact effectively with all students, faculty, staff, university partners, etc.
* Minimum of 2 years' experience in providing management level support (experience in higher education environment preferred).
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