Administrative Assistant

Administrative Assistant

Business and Economics/Communication Studies

JOB SUMMARY: The Administrative Assistant position for Business, Economics, and Communication Studies (BE/CS) is the operational heartbeat of two high-traffic academic departments. This role is perfect for a proactive multitasker who can pivot seamlessly between budget management and the daily mentorship of student staff. This position will serve as the primary liaison for all needs related to the department, ensuring that Beck Academic Hall remains a productive and welcoming environment for the entire community.

Employment Type: Full-Time (.83 FTE), Benefits-Eligible, Non-Exempt (Hourly)

• Schedule: 40 hours/week for 40 weeks (academic year); 10 hours/week for 12 weeks (summer).

Pay Rate: $18.50-$20.50 per hour

Application Procedure: Please continue the process below or on our website, www.gustavus.edu/humanresources/employment to complete the online application and submit your resume.

MAIN RESPONSIBILITIES:

Financial & Budgetary Management

• Budget Oversight: Maintains the budget for BE/CS on an Excel spreadsheet and advises Department Chairs on potential budget variances.
• Reconciliation: Reconciles the departmental Activity Report from the Finance Office with the internal budget database; resolves discrepancies in a timely and efficient manner.
• Purchasing & Expenses: Initiates and processes purchase orders, requests for payment, interdepartmental invoices, travel vouchers, and vehicle requests.
• Audit Support: Reconciles BE/CS debit card charges for approval by the Department Chairs.

Student Mentorship & Supervision

• Student Employment: Interviews, hires, trains, schedules, and coordinates work assignments for BE/CS work-study students and tracks their awards.
• Academic Support Supervision: Provides limited supervision for Accounting and Economics tutors and department Content Managers.
• Performance Management: Monitors and processes time reports and initiates corrective or disciplinary action when appropriate.
• Mentorship: Provides professional development and writes recommendations for students regarding employment and internship opportunities.
• Administrative Liaison: Acts as a liaison between the BE/CS Departments and the Student Employment Office regarding work-study student contracts.

Faculty Support

• Office Management: Organizes and manages general office procedures, including maintaining faculty schedules, answering telephones, and directing visitors.
• Faculty Onboarding: Orients new faculty to general policies, procedures, equipment, and campus resources; sets up offices for new faculty.
• Publication: Creates and prints the department booklet containing course information.
• Academic Records: Assigns advisors for newly declared majors and posts notices/assignments when faculty are unable to meet classes.

Communications & Event Coordination

• Building Oversight: Orders, assigns, and monitors keys for faculty access to offices and Beck Academic Hall; requests maintenance and repair services as needed.
• Scheduling: Coordinates scheduling for evening/weekend use of Beck Academic Hall and assists with room assignments on the master schedule.
• Liaison Services: Acts as a liaison with custodians and facilities to ensure the building is ready for classes and events; coordinates with Printing Services for copier needs.
• Event Planning: Plans and makes arrangements for various departmental events, coordinates guest speaker parking permits, and manages/participates in Beck Hall Chair meetings.
• Administration: Attends department meetings and records minutes.

Prerequisites

MINIMUM QUALIFICATIONS:

• High School diploma or equivalent.
• Two years of experience in administrative support or project management.
• Proficiency in Microsoft Office, Google Suite, and survey software.
• Strong written and oral communication skills.
• Ability to work independently and maintain strict confidentiality (student files, budgets, etc.).
• Knowledge of or willingness to learn about a liberal arts college academic setting.

PREFERRED QUALIFICATIONS:

• Associate's degree or Bachelor's degree.
• Experience in a higher education setting.
• Proficiency with creative tools for marketing (e.g., Canva, Adobe Suite) and social media management.
• Demonstrated ability in supervision and training (specifically student employment).

Gustavus offers competitive and comprehensive benefits which include:

• Medical insurance (which includes access to Nice Healthcare) as well as dental, vision, and life insurance
• Workplace accommodations for physical or mental health concerns
• Onsite health services
• Free parking, exercise classes, and use of library and athletic facilities
• Paid parental leave
• Employer contribution to retirement savings plan (after one year of employment)
• Tuition scholarships for dependents
• Tuition benefit plan for employees and spouse
• 13 paid Holidays + generous PTO plan

Contact
Cathy Harms | charms@gustavus.edu | 507-933-6141