"CAS Administrative Assistant"

Clerical

Valparaiso, IN  •  ID:

1050-674

  •  Full-Time/Regular

The Administrative Assistant, College of Arts and Sciences, provides administrative and clerical assistance to a group of academic departments within the College of Arts & Sciences, especially the department chairs of these units. Working as a team member with all the Administrative Assistants within the college, independently, yet being a cohesive part of a team. Tasks need to be tracked and completed in a timely manner. This is a limited full time position which means that it is 30 hours a week during the school year and 10 hours a week during the summer.

Major Responsibilities:

• Administrative support for the Department Chairs, Associate Dean, and faculty
• Oversee budget development and monitoring, create/complete purchases and POs
• Plan and coordinate Department meetings, functions, and events
• Communicate Department news via website, social media, and email
• Prepare purchase requisitions for the academic departments they work with
• Initiating student hiring paperwork and approving their time cards
• Determine eligibility for honor society and coordinate initiation of new members
• Enter and track faculty workload data
• Schedule faculty peer reviews
• Department enrollment analysis and prediction for undergraduate and graduate programs
• Assist Department Chair with semester course planning and building of schedules
• Submitting key requests for faculty
• Coordinate visit schedules and prepare prospective visit folders
• Assist graduate program directors and gather information as directed by the associate dean

Required Knowledge and Skills:

• Highschool diploma or GED
• One to two years of office experience
• Intermediate-to-advanced knowledge of the current version of Microsoft Office, including Word, Excel, and PowerPoint
• Proficiency in Google Suite
• Ability to multi-task and serve multiple individuals (department chairs and faculty members) while working as a member of the administrative assistant team in the College of Arts & Sciences
• Excellent written and oral communication skills are essential
• Experience in basic budgetary work, willingness to learn appropriate budget-related software (Datatel)
• Familiarity with the requirements of the federal privacy policy (FERPA) with regard to student records

This position is full time during the academic year and part time in the summer.

Hourly rate $15.00

Successful applicants will demonstrate a commitment to cultural diversity and the ability to work with individuals or groups from diverse backgrounds.

All offers of employment with Valparaiso University are contingent upon clear results of a thorough background check. Background checks may include criminal history, motor vehicle reports, prior employment verification, and personal/professional references. If applicable to the position, background checks will also include credit history. Background checks will be conducted on all final candidates for employment.

To be considered for this position, you must upload:

• Cover letter
• Resume
• List of 3 professional references
• Answer all application questions

Please address the cover letter to:

Isis Drosos, Administrative Assistant to the Dean, CAS

Valparaiso University

Valparaiso, Indiana