Administrative Support I

Employer
STETSON UNIVERSITY
Location
Orange City, Florida
Posted
Jul 03, 2021
Closes
Aug 19, 2021
Ref
2290177453
Position Type
Other
Hours
Full Time
Organization Type
Academic
Under general supervision of the department chair, the administrative support person performs clerical and administrative duties related to the management, operations, and enrichment of the Department of Sociology and Anthropology and Africana Studies program. The department houses six full-time faculty members and several adjunct faculty members. The administrative support person is responsible for relieving the department chair and the faculty of routine operational and administrative tasks and works collaboratively with the chair and program directors housed within the department and with those programs' affiliated faculty members. Work is performed with considerable independence within the scope of established policies and procedures.

Essential Job Functions and Responsibilities:



Performs administrative duties in the following areas, often without direct supervision:

  • Office management and administration: Creates, organizes, and maintains general and confidential office files, including electronic documents and records on internal, shared, and public drives; ensures their accessibility to department faculty members. Establishes and manages an effective system to support, track, and follow-up on both short-term and long-term projects. Orders and maintains an accurate inventory of classroom and office supplies; coordinates maintenance of facilities and office equipment; collects and distributes department mail. Collects, archives, and/or delivers documents requested by other University offices (e.g., course syllabi, faculty schedule cards).
  • Department chair and program director support: Demonstrates understanding of the curriculum, university systems, processes, procedures, and policies and is familiar with University resources. Assists with creating, submitting, and revising course schedules; updates documents related to these tasks. Assists with budget support (see below). Assists with scheduling meetings, takes minutes at meetings, and posts minutes after meetings. Compiles information for and assists with report and document preparation, revision, and distribution (e.g., Catalog updates, department annual report, "Thinking Matters," program assessment, department's monthly important dates calendar). Oversees the administrative side of faculty searches, including, as needed, keeping and tracking paperwork, records, and applicants' confidential materials, communicating with applicants at all stages of the search process (per University guidelines), arranging interviews, scheduling campus visits, gathering and compiling confidential feedback from interview constituents, providing support to the search committee chair and members, and assisting the department chair in on-boarding new faculty members.
  • Faculty support: Maintains faculty calendars, if requested. Assists with textbook and desk-copy orders, placing material on reserve in the library, room reservations, and cultural credit requests. Copies and scans documents. Rearranges classroom furniture, as needed. Assists with program assessment. Accurately and efficiently handles paperwork and electronic forms. Creates and generates lists and reports (e.g., majors, minors, Banner financial reports, GPAs), as needed; assists with preparing documents (e.g., brochures, flyers). Supports programs directed by department faculty members (e.g., Africana Studies Program, Pre-Law Program) and with which department faculty members are affiliated (e.g., Asian Studies Program, Latin American and Latino Studies Program).
  • Budget: Assists in developing annual department and program budgets; manages budgets and maintains accurate accounting of authorized operating expenditures and restricted budgets, including balancing department and program accounting to Banner on a regular basis to ensure they remain within approved limits and for planning purposes. Prepares, submits, and tracks purchase orders, check requisitions, independent contractor agreements, and other purchasing and finance documentation. Assists with faculty members', job candidates', and guests' travel (e.g., airfare, registration, itinerary, lodging, reservations) and with reimbursement of approved expenses.
  • Communication: Communicates important information (e.g., deadlines, meetings) to faculty members and students (e.g., opportunities), as appropriate. Answers and refers telephone calls, sends and answers emails, and serves as a professional contact for prospective and current students, alumni, family members, faculty members, and administrators on a daily basis; serves as a liaison to other departments, programs, and offices (e.g., the Dean's Office, the Office of Academic Affairs, Admissions, Alumni Engagement, Development, Facilities Management, Public Safety, Purchasing, Finance, Warehouse, Housekeeping, Information Technology, and outside vendors). Communicates and collaborates with Marketing on development and review of publicity and recruitment materials and office publications (web or print); communicates with Marketing to maintain the department and program websites; coordinates and maintains the department's and program's social media presence, as requested.
  • Student support and community building: Contacts prospective and admitted students in coordination with Admissions and the department chair. Plans and implements recruitment activities and department and program events (e.g., Hatter Saturday, annual fall welcoming event). Supports students who reach out for assistance, coordinates community-building efforts (e.g., new student onboarding, department- and program-sponsored events for students), including preparation, decoration, coordination with Facilities Management, as needed, and event clean-up. Assists with the department's chapter of the national sociology student honor society, Alpha Kappa Delta (AKD).Generates certificates and handles paperwork for student awards. Administers the department's "Exit Survey" to gather information from graduating seniors that is requested by various campus offices.
  • Supervisory: Interviews, hires, trains, supervises, evaluates, schedules, assigns responsibilities to, handles paperwork regarding, approves timesheets of, and corresponds with student employees; tracks student employment budgets
  • Performs other site and position-specific tasks and functions, as assigned


Minimum Education: Bachelor's degree or a minimum of three (3) years experience in a responsible administrative position, or a combination of training and experience.

Required Skills
  • Superb organizational skills
  • Outstanding written and oral communication skills
  • Excellent financial management skills for maintaining various budgets and in interpreting and explaining related financial reports
  • Exceptional interpersonal skills and the capacity to work professionally within the Stetson community, as well as with external contacts. Must be able to communicate and interact efficiently and effectively with a wide variety of people (e.g., Stetson office personnel, faculty members, staff members, family members, current and prospective students, alumni, community members) in support of the missions of the departments, programs, and offices served.
  • Strong computer skills:
    • Proficiency in Windows, Microsoft Office (Word, Excel, Outlook, PowerPoint), and a web browser required
    • Knowledge of and experience with a course learning management system (e.g., Canvas), systems or applications used by the University or the department (e.g., SCT Banner, SSC, Argos, web content editing and management), and social and digital media platforms preferred
  • Ability to prioritize tasks, pro-actively identify and solve problems, multitask, and handle confidential information sensitively
  • Ability to work independently and to complete short-term tasks efficiently and long-term tasks with persistence with little to no oversight required
  • Excellent supervisory skills, including the ability to train, assign work, and review the work of student employees


Required Experience
  • Preferred Bachelor's degree or a minimum of three years experience in a responsible administrative support position with modern administrative support procedures and practices, or a combination of training and experience


Salary Grade: 4

  • Superb organizational skills
  • Outstanding written and oral communication skills
  • Excellent financial management skills for maintaining various budgets and in interpreting and explaining related financial reports
  • Exceptional interpersonal skills and the capacity to work professionally within the Stetson community, as well as with external contacts. Must be able to communicate and interact efficiently and effectively with a wide variety of people (e.g., Stetson office personnel, faculty members, staff members, family members, current and prospective students, alumni, community members) in support of the missions of the departments, programs, and offices served.
  • Strong computer skills:
    • Proficiency in Windows, Microsoft Office (Word, Excel, Outlook, PowerPoint), and a web browser required
    • Knowledge of and experience with a course learning management system (e.g., Canvas), systems or applications used by the University or the department (e.g., SCT Banner, SSC, Argos, web content editing and management), and social and digital media platforms preferred
  • Ability to prioritize tasks, pro-actively identify and solve problems, multitask, and handle confidential information sensitively
  • Ability to work independently and to complete short-term tasks efficiently and long-term tasks with persistence with little to no oversight required
  • Excellent supervisory skills, including the ability to train, assign work, and review the work of student employees


  • Preferred Bachelor's degree or a minimum of three years experience in a responsible administrative support position with modern administrative support procedures and practices, or a combination of training and experience


Salary Grade: 4

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