Term-Limited Administrative Specialist - Office of the Associate Academic Deans

Job description

Job Title: Term-Limited Administrative Specialist - Office of the Associate Academic Deans
Location: Academic VP/Dean's Office
Regular/Temporary: Temporary
Full/Part Time: Full-Time
Job ID: 5055
Staff Posting Details
Appointment: Term-limited, full-time (1.0 FTE) position anticipated to last through December 20, 2019.

Position Summary:

The Administrative Specialist provides instrumental support to the Academic Deans and Assistant Dean by providing excellent outward facing reception and office management. This position is responsible for coordinating with the Academic Deans and Assistant Dean to provide organization and support for their work with faculty and committees across campus. Responsibilities include coordinating schedules and meetings for the Academic Deans Office and related departments and committees, tracking Academic Deans Office budget expenditures, maintaining office and campus records, assist in the planning and management of logistics for selected events, and processing course evaluations for part-time and visiting faculty. The position also gives support as needed to projects or tasks undertaken by the Academic Deans as well as offering support to projects and tasks from the Provost’s Office as needed.

Essential Job Functions and Responsibilities:

  • Perform reception and calendaring duties; assist those who call, email, or enter the office in calendar/schedule meetings for academic deans and answer questions and provide information as needed
  • Assist academic deans in coordinating and scheduling for various groups across campus, such as faculty committees and other departments
  • Maintain office records, and assists in developing effective ways of maintaining records
  • Assist in the planning, coordination and management of logistics for selected campus events, such as the Academic Convocation
  • Process course evaluations for part-time and visiting faculty
  • Review and approve credit card and cash purchases for all academic departments
  • Supervise, train, and coordinate the schedule of one student worker
  • Other duties as needed.

Budget Responsibilities

  • Track ADO operations expenditures
  • Manage budgets of selected endowed funds
  • Review and approve p-card purchases for all academic departments

  • High school diploma or equivalent; Associate’s or Bachelor’s degree desirable
  • Customer service orientation
  • Commitment to professional development
  • Strong organizational, planning and time management skills
  • Strong communication skills and administrative writing skills
  • Attention to detail and accuracy
  • Technical skills – e.g., Excel, Word, Publisher, and online forms
  • Proficiency with Outlook preferred
  • Knowledge of operation of standard office equipment
  • Occasional moving of office and special event materials up to 20 lbs
  • Ability to respectfully work, communicate and provide leadership within a diverse campus community
Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

This position is non-exempt from the provisions of the Fair Labor Standards Act.

This position is not eligible for benefits.

Application Deadline: Interested individuals are encouraged to submit application materials no later than September 27, 2019 to ensure consideration.

Required Documents:

    ResumeLetter of Interest
Applications submitted without the required attachments will not be considered.

All offers of employment are contingent on successful completion of a background inquiry and if applicable for the position, drug screen, physical test and functional assessment.

Diversity Statement:

    We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.
Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: http://www.pugetsound.edu/about/diversity-at-puget-sound/

The University of Puget Sound is an equal opportunity employer.

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Job No:
Posted: 9/21/2019
Application Due: 10/4/2019
Work Type: