Administrative Assistant to Dean, School of Education

Location
Springfield, MA
Posted
Sep 28, 2017
Institution Type
Four-Year Institution


ABOUT AIC
American International College is a private, coeducational institution of higher education located on a 70+ acre campus in Springfield, Massachusetts. The campus has 42 buildings on two sites approximately 1/2 mile apart with a total of approximately 660,000 gross square feet. Included in the inventory of buildings are student residences for a resident population of 900 students. Founded in 1885, the College has 3700 graduate and undergraduate students. AIC offers a variety of undergraduate and graduate programs through the Schools of Business, Arts and Sciences; Health Sciences; and Education. The mission of the College is to transform student lives through career focused learning, with a strong foundation in the liberal arts, a commitment to serving the community, and a high level of involvement in the global economy.

ESSENTIAL FUNCTIONS
  • Maintain and monitor budget for SOE, including facilitating purchases and tracking expenditures for the dean and all departments/divisions, reviewing budget reports and details to audit for discrepancies, and developing SOE procedures in alignment with college-wide procedures to insure that vendors are paid in a timely fashion
  • Act as liaison to Payroll and Human Resources and handle related responsibilities, including preparation of personnel action forms for new hires, management of adjunct/overload accounting, and preparation of data for contracts
  • Communicate with internal and external offices, including managing requests for services, event planning and coordination, and responding to requests for information
  • Schedule regular and adhoc meetings and maintain the Dean's daily calendar
  • Manage catalog material between catalog revisions by tracking relevant curriculum committee actions and school decisions, making real-time updates, and organizing the material for the scheduled revisions
  • Research background information to support planning and reporting for the School of Education
  • Assemble, organize and produce documentation for accreditation and internal program review reports, as well as grant-related reports
  • Manage and maintain all student files of the dean's office, including grade appeal requests, transfer course permission requests, study away requests, probation issues, and general academic issues; and manage and maintain faculty files, including current curriculum vitae, performance reviews, and other academic materials
  • Act as an ombudsman for students needing the assistance of or making requests to the dean and in navigating AIC offices and assists the Education Department Administrative Assistant with student matters when required.
  • Facilitate connections for students, faculty and staff members with campus services and offices
  • Research and recommend solutions to logistical problems and needs of school faculty and students
  • Represent the Dean and School in meetings relating to school and college procedures
  • Provide assistance to the dean and SOE faculty in preparing the course schedule, including confirming teaching times and availability of faculty and adjuncts
  • Insure that all full-time, part-time and adjunct faculty are kept aware of institutional information and procedures

QUALIFICATIONS
  • Required Degree(s): Bachelor's degree and 3-5 years of office administration experience or an equivalent combination of education and experience
  • Preferred Degree(s): Bachelor's degree and 3-5 years of office administration experience

Knowledge/Skills/Abilities
  • Ability to serve as a representative of the Dean's office and the College, displaying respect, civility, professional courtesy, consideration of others, and discretion in all interactions with members of the College community and the general public
  • Ability to work collaboratively with students, visitors, team and other college departments; to balance team and individual responsibilities; to give and welcome feedback; and to build morale and group commitments to goals and objectives
  • Proficient use of office technology, including Microsoft Office Suite; ability to learn new software packages well enough to perform office functions and to support faculty and staff members in their use of the software
  • Ability to understand and communicate information relating to budgets, account reports, and purchasing
  • Ability to write reports, business correspondence and presentations; ability to effectively present information and respond to questions from students, parents, vendors and the general public

WORK SCHEDULE
This is a full time, non-exempt, benefited position. Business hours are Monday through Friday 8:30 am to 4:30 pm with a one hour unpaid lunch break. The schedule for this position will be flexible to the needs of the department with occasional night and weekend event work required.

TO APPLY
Qualified applicants should save and submit a brief cover letter, current resume, and contact information for three professional references (one of which must be a current or prior supervisor) as one document. Upload the saved document into the online application.

AIC is an Equal Opportunity Employer.

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