"Administrative Assistant 3"

Job Posting Summary

This position provides support to the Dean, Associate Dean and the faculty of SSBS. The incumbent will be a member of the administrative pool of the School of Social and Behavioral Sciences. Reporting to the Associate Dean, the primary responsibility is to provide administrative support to the Academic Unit Heads for the undergraduate programs. The incumbent will provide coverage/assistance in other areas of the school's operation as may be necessary, as directed by the Associate Dean of the School and/or his/her designee.

Education Required or Min. Education Required

Bachelor's degree from an accredited four year college required.

Experience and/or Skills Required

• Minimum two years of experience in a college environment preferred.
• Demonstrated leadership, interpersonal, written and oral communication, problem-solving, organizational, and presentation skills.
• Computer proficiency in MS Office, Outlook, Extender, Argos, Banner, and other databases as needed.
• Demonstrated evidence of detail-orientation, customer service orientation, ability to work independently, and great levels of responsibility required.
• Infrequent evening & weekend hours required.

Job Duties

• Provide general administrative and clerical support to the Associate Dean and the Academic Unit Heads for the undergraduate programs within SSBS.
• Generate and distribute reports as needed.
• Provide general support and guidance to faculty, current students and prospective students.
• Prepare documents using the Microsoft Office programs as needed.
• Assist the undergraduate Academic Unit Heads with adjunct staffing by creating and updating spreadsheets related to course scheduling. Examine records of courses taught by adjuncts to help plan the staffing for upcoming semesters.
• Assist the undergraduate Academic Unit Heads ensuring that attendance reporting and grade submission is completed in a timely fashion.
• Process requests for tutorials, independent study, course transfer requests and other student requests.
• Assist the undergraduate Academic Unit Heads in compiling and updating the course schedule for each academic term.
• Create and maintain the School's databases, and generate queries to extract data for reports and evaluation statistics through Banner and other relevant data bases.
• Promote the use of Mercy Connect and show students how to access information online for course.
• Oversee and prepare correspondence and memos. Maintain and update files.
• Coordinate the curriculum review process: gather data from faculty, review and assess material with faculty guidance, maintain records to support the data within the self-study reports using databases such as: Banner and Argos.
• Communicate requirements for School's undergraduate programs for prospective applicants inquiring online and by phone
• Monitor the School's website and work with Academic Unit Heads to keep it current.
• Assist with the supervision of student workers and graduate assistants to provide support to Academic Unit Heads and the school office.
• Act as a back-up in organizing, arranging for food, supplies, and all special activities within the School of Social and Behavioral Sciences (e.g. semiannual School meetings, Academic Unit Head meetings, Honors Induction Ceremony.)
• Enter all Undergraduate Adjunct Faculty into FLAC. Maintain records from semester to semester to ensure faculty course assignments are entered and information stays up to date.
• Enter all Undergraduate Full Time Faculty into FLAC for identified and assigned programs. Maintain records from semester to semester to ensure faculty course assignments are entered and information stays up to date.
• Process and enter all employee one-time payments using the EPAF system. Track payments to ensure all authorized requests are paid in a timely fashion.
• Process purchase orders and requisitions. Track to ensure timely processing and payments.
• Process student permits and authorizations in Banner.
• Manages SONA systems process for PSYN 101: Introduction to Psychology course in conjunction with course instructors.
• Perform other duties/projects as assigned.

Other Requirements

• Manages time and other resources to meet established short and long-term goals within the agreed upon time frames
• Demonstrates flexibility in the acceptance and completion of work assignments
• Maintains confidentiality in the management of information
• Demonstrate written, verbal and interpersonal ability to deal with students, supervisors, peers and subordinates as needed to do the job and resolve difficult situations
• Demonstrates excellence in customer service delivery
• Communicates and/or implements innovative ideas to proactively solve problems and develop the department and University
• Demonstrates a willingness to develop the technological expertise required for the job
• Demonstrates respect for others inclusiveness that fosters cooperation and teamwork
• Is punctual and maintains a satisfactory attendance record.
• Is appropriately attired for the office
• Collaborates and cooperates with other employees and departments.
• Identifies and initiates actions independently to support the vision, mission and objectives and to resolve or avoid problems. Takes initiative in troubleshooting and completing tasks. Seeks to learn and continuously develop self. Uses resources wisely and effectively.
• Identifies learning strengths and needs
• Utilizes learning resources
• Demonstrates a professional, courteous, and respectful attitude in dealing with clients, staff and other members of the Mercy University community.
• Answers telephones and emails in an appropriate, professional manner, and resolves problems in a reasonable time frame.
• Complies with policies and procedures of the Department and the University including the University's Code of Conduct.
• Identifies and reports gaps in policies and procedures to management
• Complies with all required training

Electronic applications are required and must include a cover letter, CV, and the names and contact information of at least three references. Please submit the above documentation online at https://talenthub.mercy.edu/jobs/search