Administrative Assistant for Communication Department

Utah Tech University•St. George 84770, UT

7d•Onsite

About The Position

Provides administrative support to the Department Chair, Academic Advisors, and faculty (both full-time and part-time) within the Communication department. Manages part-time faculty scheduling, under the direction of the department chair. Supervises and directs front desk reception staff as needed. Develops collaborative working relationships with other colleges and departments to foster an engaging learning environment. Assists with promotional recruitment efforts.

Requirements

High School Diploma/GED, with some college coursework or vocational/technical training, required.
Two years' related office experience required.
Ability to properly represent the department chair, faculty/staff, and department by exercising positive human relation skills.
Ability to maintain confidentiality.
Ability to manage multiple projects, while maintaining high standards on general administrative duties.
Ability to coordinate assignments with team members and report on the progress of the project to stakeholders.
Strong computer skills in word processing, spreadsheets, email, and Internet.
Good knowledge of general office practices, procedures and equipment.
Knowledge of basic budgeting, expense control, book and record keeping.
Ability to organize and maintain an effective and efficient office atmosphere; appropriate receptionist/phone skills.
Knowledge of office equipment including telephone systems, desktop computers, printers, copiers, and scanners.
Knowledge of and proficiency in grammar, punctuation, and correspondence.
Ability to interface with people at all levels including students, faculty, administration and community.
Able to articulate ideas clearly and acts as liaison in the exchange of information.
Resourceful and effective in achieving departmental goals.

Nice To Haves

Associate's or Bachelor's degree preferred.
A combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.
The total qualifications required are based on a combination of education and work experience. Any experience used to meet the education requirement cannot also be used to meet the work experience requirement.
Trouble-shooting skills and knowledge of vendor contacts for repair and maintenance preferred.
Adept in conflict mitigation and resolution preferred.

Responsibilities

Assist department chair to coordinate class schedule for Fall, Spring, and Summer semesters.
Submit schedules to Central Scheduling on or before deadlines.
Assign full-time faculty to courses as directed.
Negotiate with part-time instructors to schedule remainder of classes.
Resolve any schedule or classroom conflicts.
In conjunction with Academic Advisors, optimize class times with consideration for student graduation requirements.
Maintain proficiency in use of database systems ARGOS and Banner.
Generate and monitor Enrollment Reports continually at the beginning of each semester.
Notify Department Chair when additional sections of courses may need to be opened.
Work with Course Directors and Bookstore Manager to ensure correct textbook editions are ordered for classes each semester.
Reliably administer general office tasks.
Greet students and visitors, direct them to proper areas/offices on campus.
Answer phones, disseminate messages and distribute mail.
Set-up and maintain department records via paper and digital files.
Ensure files follow all applicable record-keeping requirements.
Ensure building and staff computer equipment is maintained and functions properly; submit work orders to facilities and IT as needed.
Recommend and initiate improvements to enhance the work environment.
Maintain and oversee inventories of equipment and supplies for department.
Oversee the work schedules of part-time work-study students and assigns general office tasks.
Provide training, guidance, mentorship and feedback.
Process timecards in a timely manner.
Schedule and set-up department meetings; create and distribute agendas, record and distribute minutes and follow-up items.
Update the Course Inventory Management system with new programs, courses and revisions as specified by the Department Chairs.
Monitor the progress of updates and additions in the system.
Assist Department Chairs and/or area accountants in budgeting, purchase requisitions, travel authorizations, and other University forms and processes as needed.
Reconcile expenses from P-card on a weekly basis, and faculty hiring expenses on the Travel P-card as required.
Generate part-time instructor employment contracts at the beginning of each semester.
Work with HR to process new full-time and adjunct faculty hires and assist with onboarding.
Monitor and track instructor absence forms and faculty evaluations as required for accreditation compliance.
Represent the department staff on university-wide committees as appropriate; participate in organizations and networks that work collaboratively to develop the strategic goals of the University.
Organize tasks, travel and logistics for special events, including faculty searches, department student speech contests, awards banquets, and commencement activities.
Initiate projects to promote the programs within the department and enhance their reputation on campus.
Assist with recruitment efforts such as social media and find and develop new opportunities for community engagement.
Perform other duties as assigned.