Administrative Assistant to the Associate Dean (Administrative Support Coordinator II)

Location
Fresno
Posted
Dec 11, 2017
Executive Administration Jobs
Deans
Institution Type
Four-Year Institution

Organizational Description:

 

The Jordan College of Agricultural Sciences and Technology offers high quality undergraduate, graduate, and continuing education programs in the major areas of agricultural business; animal sciences and agricultural education; child, family and consumer sciences; food science and nutrition; industrial technology; and viticulture and enology. Faculty and students conduct applied research and public service in selected areas of agriculture, food sciences, industrial technology, and family sciences. Programs combine a science, technology and management focus with experiential learning. The College seeks to enhance the ability of students to be successful in their chosen careers and to make positive contributions to the quality of life in their communities.

 

The Jordan College maintains an enrollment of approximately 2,500 undergraduate and 100 graduate students from diverse backgrounds up and down the state of California, as well as from nations across the globe. On campus and throughout the community, our students engage in learning science, technology and management not just in the classroom, but by experience - on our 1,000-acre on-campus University Agricultural Laboratory. These are not the only activity opportunities; students enjoy active lifestyles on campus through social and athletic events and gain a sense of community by participating in more than 250 clubs and organizations, including more than 30 within the Jordan College of Agricultural Sciences and Technology.

 

 

Overview:

 

Under the general supervision of the Associate Dean, the incumbent supports the mission of the Jordan College of Agricultural Sciences and Technology and the University by assuring that a variety of administrative and technical assignments are completed in a timely and efficient manner. The purpose of this position is to provide direct administrative support for the Associate Dean for Academic Affairs, provide support and direction for Department Administrative Assistants, and coordinate Jordan College matters related to academic programs and students. This position works closely with the Assistant to the Dean to ensure that the needs of the College are met. A high degree of autonomy is afforded the position, requiring excellent judgement, discretion and confidentiality.

 

 

Position Summary:

 

	

  • Provide administrative support to the Associate Dean related to the academic programs of the College
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  • Coordinate appointment calendar and scheduling appointments for the Associate Dean
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  • Screen visitors, phone calls, and correspondence for the Associate Dean
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  • Monitor due dates as they relate to various University and College academic procedures, student awards, and social events, and manage and prioritize work flow within the academic programs areas
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  • Responsible for duties related to academic programs including the Academic Programs Committee, Jordan College Advising and Career Development Center, and other student activities under the purview of the Associate Dean
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  • Utilize PeopleSoft as it relates to course information, identifying classrooms and student information
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  • Process new and revised course proposals for the Academic Programs Committee
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  • Responsible for College scholarship award process
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  • Compile data for various reports as requested by supervisor
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  • Provide staff support for Jordan College Student Leadership Council, Honors Program, and ASI Senator
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  • Plan and prepare logistical information and execution of special events for the College, including Convocation
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  • Maintain office records, forms, and general filing system, including purging outdated files annually utilizing university compliance guidelines
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  • Serve as a resource/liaison for faculty, staff, students, and campus community
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  • Prepare student reports for outside agencies as required
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  • Serve as building and office safety coordinator, attend safety meetings and workshops, and report to the staff and faculty when appropriate
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  • Foster and maintain positive working relationships within the Jordan College, the campus and the agricultural community
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  • Other duties as assigned

 

Knowledge, Skills & Abilities:

 

	

  • Comprehensive, detailed knowledge of applicable university infrastructure, policies and procedures
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  • Thorough knowledge of office methods, procedures and practices
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  • Thorough mastery of English grammar, punctuation and spelling
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  • Expertise in using office software packages (e.g. Microsoft Office Suite, internet, e-mail), technology, and systems
  • Ability to:

     

    	
  • Troubleshoot most office administration problems and respond to all inquiries and requests related to work area
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  • Independently handle multiple work unit priorities and projects
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  • Interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
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  • Draft and compose correspondence and standard reports
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  • Effectively handle interpersonal interactions at al levels and handle highly sensitive interpersonal situations
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  • Work effectively with a diverse student, faculty and staff population

 

Education and Experience:

 

	

  • A high school diploma, technical/vocational program, or their equivalents
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  • Four years of progressively responsible clerical experience
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  • A history of regular attendance and positive performance evaluations

 

Preferred Skills:

 

	

  • Demonstrated successful administrative office experience
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  • Computer proficienty (intermediate to advanced MS Office) and on-line applications (web, email, e-scheduling, financials, HR, student applications)
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  • Resource allocation management (facilities, equipment)
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  • Demonstrated ability to provide lead work direction
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  • Possess demonstrated initiative, time management and problem-solving skills
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  • Possess demonstrated organizational and recordkeeping skills (minutes, financial, personnel)
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  • Experience in an academic setting



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