Senior Administrative Assistant to the Dean of the Sigmund Weis School of Business

Job description

Senior Administrative Assistant to the Dean of the Sigmund Weis School of Business
Susquehanna University

About Susquehanna
As a living, learning and working community, Susquehanna University affirms its commitment to being an engaged, culturally inclusive campus. As we seek to embody the rich diversity of the human community, we commit ourselves to the full participation of persons who represent the breadth of human difference. The university encourages candidates from historically underrepresented groups to apply. Susquehanna University is an Equal Opportunity Employer.

Susquehanna University is a national liberal arts college committed to excellence in educating students for productive, creative and reflective lives of achievement, leadership and service in a diverse, dynamic and interdependent world. Its more than 2,200 undergraduates come from 35 states and 22 countries, and all students study away through Susquehanna's unique Global Opportunities program. Susquehanna University's 325 acre campus, noted for its beauty, is located in Selinsgrove, Pennsylvania, 50 miles north of Harrisburg in the scenic Susquehanna River Valley, about a three hour drive from Philadelphia, Washington, D.C., and New York City. For more information, please visit

Position Summary
The Senior Administrative Assistant will organize and maintain the office for the Dean of the Sigmund Weis School of Business.
Specific Responsibilities

  • Review and screen all incoming mail and calls directed to the Dean's office. Categorize and distribute as needed. Draft and type correspondence for the Dean's signature.
  • Plan and arrange calendar for the Dean.
  • Organize/schedule meetings, appointments, events, and receptions for the Sigmund Weis School of Business.
  • Coordinate all travel arrangements for the Dean, which includes making appointments and scheduling flights, ground transportation, hotel accommodations, registration and other required arrangements.
  • Coordinate travel arrangements for candidates dealing with faculty searches, guest speakers/lecturers pertaining to the Dean's office.
  • Receive visitors to the office and host/plan visits.
  • Maintain current and confidential files for all faculty members in SWSB, and other correspondence related to the Dean's office.
  • Manages departmental accounting system, including coding and payment of bills, fund transfers, journal entries, deposits, stipend processing and budget reporting.
  • Collect and organize data for donor reports
  • Collect and organize data for the AACSB accreditation process, including updates in the Activity Insight database
  • Assigns all SWSB student advisors
  • Manage a variety of ongoing projects, including the Stein International Summer Internship program.
  • Provides administration for the London Program, including sophomore meeting arrangements, management of student registration documents, document/data collection and maintenance, financial recording and reporting This task also requires that data be supplied to many sources, including the US Embassy, Anglo American Educational Services, our insurance supplier, and other staff on campus.
  • Assist and work with the coordinators of the following SWSB programs; Internship Program, Global Business Perspective (GBP), and the Women's Leadership Symposium.
  • Serve as recording secretary for the SWSB Faculty Meetings and Retreats. Meetings are held once a month and SWSB Retreats are held off-campus once or twice a semester on a weekend.
  • Serve as recording secretary for the SWSB Executive Council. Meetings are held twice annually.
  • Assist with a variety of other programs to include Beta Gamma Sigma honor society student conference in the fall semester, senior reception in the spring semester. Assist with the distribution of Ventures magazine and newsletter.
  • Purchase office supplies for the Business School and manage inventory.
  • Create and maintain bulletin board displays for SWSB Senior job placements, underclassmen internships, faculty research paper excerpts, and Stein internship placements in Apfelbaum Hall.
  • Maintain content of the 61” flat screen TV in Apfelbaum Hall. This screen shows ongoing announcements, TV programs and recruitment Powerpoint presentations and must be continually kept up-to-date.
  • Schedule Apfelbaum Hall conference rooms.
  • Hire, train, and supervise student workers.
  • Contribute to the overall success of the Sigmund Weis School of Business and the University by performing other duties and responsibilities as assigned.

    Required Qualifications
    Knowledge, Skills, Abilities
    Knowledge of principles and processes for providing customer service including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction; Knowledge of administrative and clerical procedures and systems such as word processing and spreadsheets, managing files and records, designing forms, and other office procedures and terminology; Skilled at written and verbal communication in order to convey information effectively and as appropriate for the needs of the audience; organizational skills and ability to handle a variety of assignments at one time along with a high regard for confidentiality required.
    High School diploma or equivalent required.
    Three year's relevant office experience required.
    Physical Demand
    Position requires the ability to stand or sit for extended periods of time. Position requires the ability to move about the campus. Position requires the ability to talk and to hear instruction. Position requires occasional manual dexterity and the ability to use fingers, hands, and arms to feel, handle, and reach. Position requires occasional stooping, crouching and bending. Position requires the ability to occasionally lift up to 10 pounds. Working conditions are indoor.

    Preferred Qualifications
    Some college coursework preferred.
    Experience with preparing or monitoring budgets preferred.

    For full application instructions and position description, visit





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    Job No:
    Posted: 5/9/2018
    Application Due: 6/11/2018
    Work Type: