Administrative Assistant, Letters Collegium
- - Letters Collegium
- St. Petersburg, FL, USA
- Full Time
Eckerd College Job Description
Department: Letters Collegium
Position Title: Administrative Assistant
Immediate Supervisor/Title: Collegial Chair
FLSA Status: Non-Exempt
The person in this position provides administrative assistance to the chairperson and professors of the Collegium of Letters (American studies, classics/ancient studies, East Asian humanities, film studies, history, literature, philosophy, political science, religious studies, and rhetoric). The assistant will serve as the receptionist, office manager, supervisor of student workers and bookkeeper for the collegium. The ideal candidate will have strong skills in written and oral communication, desktop publishing, scheduling, event planning, office organization, spread sheet and word processing. Excellent interpersonal skills and the ability to handle diverse assignments in a fast-paced environment are necessary. At certain times of the year (especially the beginning and ending of terms) the work load will be heavier. Semester breaks and summer months are quieter, allowing for some flexibility on the job.
Budget Manager of Collegium
o Keep ledgers for all account lines for collegium, discipline lines, and occasional grants.
o Responsible for reimbursements, invoice payments, account transfers, cash advances.
o Keep chair abreast of budget activity, especially when accounts are being expunged quickly.
o Ability to forecast future expenses and budget accordingly.
o Familiarity with Banner and A2B systems for reporting purposes.
• Assistant of Letters Collegium Council
o Take minutes at monthly collegial meetings; amend minutes as necessary.
o Responsible for distribution of agenda and previous meetings' minutes to council members.
o Organize monthly collegial lunches.
o Assist planning of holiday and end of year gatherings.
• Office Manager
o Serve as receptionist for office.
o Responsible for larger projects and meeting campus deadlines which include: course descriptions for new catalogues, updating discipline sheets, bookstore orders, updating Emergency Preparedness Plan, course offerings, and scheduling job candidate interviews.
o Responsible for upkeep/oversight of daily tasks including: mail distribution, photocopying, answering phones, running errands, filing.
o Keep office and kitchen supplies stocked and ordering name plates for new faculty.
o Responsible for putting in facilities request via Archibus and advising faculty how to place service calls or emails after hours.
• Assistant to Chairperson and Professors
o Assist Chairperson with all administrative collegial business, including reminders about schedule deadlines, collecting data, working on reports, etc.
o Setting up new faculty.
o Type, proof-read, scan, photocopy materials for class or students, including letters of recommendation.
o Keep a current calendar of meetings, pay-days, special events, and deadlines, and sending out reminders for such important things.
o Keep a schedule of professors' classes and office hours.
o Help professors with miscellaneous "rush" jobs.
o Keep all course offerings (both present and past) and previous and current syllabi on file electronically for professors.
o Knowledge of Eckerd web contents and how to direct faculty to access web forms and utilize other online resources.
• Assistant to Students and Visitors
o Direct students and visitors to professors, their mailboxes, and offices.
o Working knowledge of important campus contacts and general office information (i.e. registrar's office, business office)
• Student Employment Management
o Hire, train and oversee a team of Letters Office student workers
o Manage schedule and requests for tutors (Digital Arts, Logic)
o Track student employment budget, updating as needed
Position Directly Supervises:
• Student Workers
• Excellent interpersonal skills including the ability maintain confidentiality at all times.
• Excellent communication skills and command of the English Language, both written and verbal.
• Microsoft Office Suite, Adobe Pro, and their equivalents.
• Excellent judgment and organizational skills.
• Maintain a good relationship with students, faculty, staff, and the general public.
• Operate various office equipment i.e., computer, fax, copier, and telephones.
• Graduation from high school or the equivalent, supplemented by office training, courses and/or workshops. Some college preferred.
• A minimum of two years of work experience in an office performing administrative duties. Work experience in a college setting is preferred.
EOE. Applications from women/minorities encouraged.