Senior Administrative Assistant

University of New Hampshire•Keene, NH

13d•$18 - $29•Onsite

About The Position

This position serves as the first point of contact for students, faculty, families and staff and provides high level administrative support to academic departments within Academic Affairs. Performs diverse, responsible, and complex office support functions including procurement, budgeting and financial transaction reconciliation, assisting with events, communicating and coordinating information using independent judgment, problem-solving skills and initiative to determine approach of action to take in non-routine situation, by interpreting departmental guidelines, KSC and USNH policies and procedures. All staff positions on campus support students and will be involved in student-focused activities.

Requirements

High school graduation/equivalent and four years of office support experience of increasing responsibility or any combination of experience and higher education equal to four years.
Ability to rapidly shift task priorities based on urgency of departments’, faculty’s, and students’ needs.
Demonstrated organizational, analytical, and problem-solving skills, attention to detail.
Effective written and oral communication skills.
The ability to maintain appropriate confidentiality of sensitive information.
Proven experience formatting and editing letters and documents.
Experience with tasks involving increased responsibility and requiring discretion and independent judgment.
Proven experience as a successful team member including interest and ability to establish and maintain effective working relationships with faculty, staff, students and the general public.
Proficiency with computer applications, including MS Word, Excel, Outlook, Access and relational databases.
Demonstrated experience processing financials including accounts payable/receivable.

Nice To Haves

Associate’s degree or Bachelor’s degree
Work experience in college/university environment
Experience with Workday or similar HR/Finance/Student System

Responsibilities

Provide administrative support for academic departments including responding to electronic inquiries, answering phones, entering course schedules for each department, offering support with completing paperwork, assisting in hiring and managing of student workers and adjunct staff and adjunct faculty as needed.
Manage the ebb and flow of continuous deadlines, procedures, student employment, and changes in faculty.
Assist with the onboarding of new department chairs, faculty, staff, adjunct faculty/staff, and students in all areas of ever-changing processes and programs.
Produce various data, forms, reports for the departments and deans as necessary.
Schedule and coordinate meetings as necessary.
Responsible for departmental communications to students.
Collaborate, provide direction, and assist department chairs, coordinators, faculty, students, prospective families, the public, outside reviewers, and colleagues across the campus community. Respond to all inquiries through all matters of communication.
Create, maintain, utilize, and analyze information from databases for student and faculty information.
Communicate information to the Dean, Department Chair’s and the Provost Office where appropriate.
Post electronic and physical announcements for class cancellations and room changes (online and physical location).
Establish and manage e-filing systems for departments using judgment and knowledge of office requirements.
Provide ad hoc reports as necessary, i.e. Accreditation and program review
Order office supplies, complete maintenance request forms as necessary
Assist with updating department social media page as applicable
Other duties as assigned
Assist with the overall management of the business operations, travel, payable and receivable, purchasing, budget management and control, payroll, and inventory control.
Assist with management of academic department budgets on a day-to-day basis. Forecasting budget requirements and obligations to ensure maintenance of adequate funding.
Work with KSC finance team and USNH Procurement to secure departmental purchases.
Serve as the departmental point person with the KSC finance department and Sponsored Projects and Research.
In collaboration with department faculty coordinate workshops, meetings, special events, marketing/promotions.
This includes but is not limited to the following: event costing, purchases, food, rentals, technical support, security, reimbursements, vendors, promotions, travel, and accommodations.
Implement outreach activities for the campus at large and/or local community.