Administrative Assistant II

Position Summary

Working under the supervision of the Assistant Dean for Undergraduate Students, the Administrative Assistant II supports the CLAS Dean's Office by performing diverse administrative duties for its undergraduate and graduate programs, as well as office management of the CLAS Suite on the Cabrini campus. This staff member will also act as the central point of contact for general administrative inquiries specifically tied to the CLAS academic departments and programs located on the Cabrini campus, namely the department of Education and Counseling, the department of Psychological and Brain Science and the Ethics program.

Duties and Responsibilities

Office Management for CLAS Suite on Cabrini Campus

• Manages the reception desk and manages visitor traffic of student, faculty and staff visitors to the CLAS offices in Ortiz hall. Welcome visitors and assist staff with checking students in for appointments and maintaining warm, welcoming atmosphere for the suite.
• Manage logistical presence for offices including ordering office supplies and updating and maintaining posted office hours signs and status.
• Liaise with neighbor offices to ensure positive working relationship in utilizing shared conference room space and kitchenette space
• Work with CLAS departments and programs located on the Cabrini campus as a central resource for general inquiries.

Graduate and Undergraduate Student Data Processing

• Support communications documentation between advisors and advisees by saving documents to student electronic files and corresponding about status updates
• Assist Graduate Studies Office with tracking and updating graduate students' academic records, communicating with graduate students about important deadlines as assigned.
• Develop expertise in policies and procedures to support academic programs (both undergraduate and graduate) and use multiple software systems to generate curriculum audits, analyze student academic progress, and certify graduation requirements for September, December, and May graduation

Event Organizing

• Assist department leaders, faculty, and students in organizing and promoting CLAS undergraduate and graduate events on Cabrini campus internally and externally
• Coordinate with departments and dean's team to support end-to-end planning for departmental guest visits, including communication with guests (e.g., colloquium speakers, job candidates) to collect necessary travel-related information, arrangement of hotel accommodations, restaurant reservations, on-campus parking, appointment scheduling, and classroom reservations for events

Procurement and Financial Systems

• Generate and process purchase orders for supplies and equipment
• Make purchases for CLAS Suite at Cabrini office using a procurement card and submit monthly expense reports
• Process reimbursements and other payment requests for faculty, students, and visitors
• Adhere to and ensure compliance with both existing & newly established purchasing policies and procedures

Coordinate and Manage Facilities-Related Activities

• Create and monitor requests for repairs and maintenance of department facilities and equipment
• Maintain systems for scheduling select department facilities
• Coordinate with administrative staff use of shared spaces in Ortiz Hall.

Information Gathering and Dissemination

• Address questions from students, prospective students, faculty, and staff in the office, via phone, and via email
• Serve as liaison between Cabrini CLAS suite and other offices and departments by knowing the key functions of offices throughout campus and by possessing an understanding of best practices and University/College policies and procedures that influence departmental operations
• Cultivate effective working relationships within the department and establish strong working relationships with other colleges and administrative departments
• Keep up-to-date on procedures, protocols, and software tools relevant to academic department procedures

Document Maintenance and Distribution

• Maintain a library of policy documents and promotional materials associated with academic programs, courses, department procedures, and protocols for the CLAS Cabrini Offices
• Assist dean's team and staff in editing documents and distributing them