Administrative Assistant - Part Time

Adelphi University•Village of Garden City, NY

1d•Onsite

About The Position

Provide clerical and administrative support for the Chair of the Communications Department, approximately eight full-time faculty members, fifteen adjunct faculty members, and three staff members. Supervise student employees and approve payroll for hourly workers. Oversee the department’s operating budget. Coordinate hiring paperwork and onboarding for adjunct professors and other new employees, and provide departmental orientation and tours. This is a part time, 25 hours a week position. Pre-employment assessments on Microsoft Word and Excel will be conducted.

Requirements

Ability to prioritize workload according to volume, urgency, etc.
Good organization skills and attention to detail.
Good interpersonal skills.
Ability to handle multiple tasks effectively and accurately.
Ability to be discrete and maintain high confidentiality on a wide range of issues.
Good verbal and writing skills.
Ability to learn and apply University policies and procedures.
Good computer skills for using Windows, Microsoft Word, Excel, Administrative Systems and Email.
Ability to work with students and colleagues in a diverse environment.
Ability to sit at a desk for long periods of time.
Ability to work on a computer for long periods of time.
Ability to open drawers and file paperwork.
Minimum of two years of administrative/clerical experience is required.

Nice To Haves

Bachelor’s degree is strongly preferred.

Responsibilities

Prepare and submit academic planning materials and semester course schedules, including course sections, meeting days and times, instructor assignments, and classroom assignments in University systems.
Coordinate course scheduling, additions, cancellations, and other section changes with the department chair, Associate Dean, Provost’s Office, and Registrar.
Reserve rooms for classes and departmental events and submit classroom assignments to the Registrar.
Prepare departmental course offerings and advising materials and maintain course enrollment counts.
Prepare course inventory forms for new courses and changes to existing courses.
Collect and submit faculty syllabi and office hours each semester, maintain electronic syllabus records, and post faculty office hours and contact information.
Review and process faculty load reports, verify accuracy with faculty, obtain required acknowledgments, enter office hours, coordinate approval for the chair, and maintain faculty records.
Post class cancellations and final examination schedules.
Coordinate faculty participation in open houses and prepare event handouts.
Maintain student files, records, and advising lists; assign advisors and notify Academic Services of advisor changes; and prepare and distribute faculty advising lists.
Help students declare or change a Communications major or minor, complete required forms, and understand next steps.
Assist students with add/drop, waiver, internship, and other academic forms, including routing documents and obtaining required approvals and signatures.
Prepare internship letters for students to provide to employers and coordinate completion of change-of-grade forms.
Send departmental announcements, newsletters, correspondence, and event notices to Communications majors and minors.
Prepare and post departmental class charts and semester schedules.
Supervise Federal Work-Study and other student employees and review and approve payroll for the Social Media specialist and other hourly workers, as assigned.
Coordinate departmental events, including the Career Expo, film festivals, student gatherings, and annual awards and senior dinner; reserve spaces, send invitations and announcements, arrange catering, purchase honoree items, collect payments, and prepare deposits.
Coordinate hiring paperwork and onboarding for adjunct faculty and other new employees, including Human Resources instructions and departmental orientation.
Welcome students, parents, and prospective students; distribute major and minor information, departmental publications, and course schedules; and provide tours of the department, studio, and media lab.
Administer and file new faculty evaluation materials and maintain the departmental telephone and contact list.
Submit and track Facilities and IT work requests.
Perform other job-related duties as assigned.
Order departmental office supplies, toner, water, cups, marketing and printed materials, awards, and catering services; receive deliveries and verify accuracy.
Oversee the department’s operating budget, reconcile purchase orders, review budget status reports, and maintain an annual expense spreadsheet.
Obtain vendor quotes and negotiate printing charges for the departmental newsletter and COM 320 magazine.
Prepare purchase orders, check requisitions, change orders, and online purchases in accordance with University procedures.
Prepare and submit departmental and faculty reimbursements and review and prepare travel expense reports.