Administrative Assistant Business School

BASIC PURPOSE: Provide administrative support for the Dean, Department Chairpersons, and faculty in the Grenon School of Business, as well as those in the Professional Development Institute overseen by the Dean of the School of Graduate and Professional Studies, in support of the mission of the University.

ACCOUNTABILITIES:

Administrative support for undergraduate business programs:

• Provides administrative support for the Grenon School of Business Dean and Department Chairs, including answering phone calls and emails, calendar maintenance, and correspondence.
• Provides day-to-day support for faculty members teaching undergraduate students in the Grenon School’s three departments.
• Manages and maintains program files and other records, whether hard copy or electronic.
• Monitors program budgets ensuring invoices, purchase orders, and reimbursements are processed in a timely fashion, and making budget transfers as necessary.
• Places and expedites orders for office supplies based on regular inventory checks.
• Initiates work orders with facilities and maintenance department.
• Assists with scheduling, planning, & implementation of events, including attending if necessary.
• Makes and confirms room reservations through the University reservation system.
• Works with the catering office for food service needs.
• Works with the Integrated Marketing Office to publicize events, including through the portal.
• Supervises student employees, including hiring and training.

Administrative support for graduate business programs:

• Provides administrative support to the Director of the Grenon School of Business Graduate Programs, including answering phone calls & emails, calendar maintenance, & correspondence.
• Manages and maintains program files, student databases, and other records, whether hard copy or electronic versions.
• Manages contact lists and communications with graduate students with the support of IT and Enrollment Management.
• Coordinates arrangements for graduate faculty, including contracts, payment, and IT needs.
• Assists graduate students with registration and payment, including tuition discount documentation.
• Monitors program budgets ensuring invoices, purchase orders, and reimbursements are processed in a timely fashion.

Administrative support for the Professional Development Institute:

• Provides day-to-day support of the Professional Development Institute, including answering phone calls and emails.
• Manages and maintains institute files, student databases, and other records, whether hard copy or electronic.
• Manages contact lists and communications with institute participants with the support of IT and Enrollment Management.
• Works with various offices to set-up registration and payment processes for institute offerings.
• Assists institute participants with registration and payment.
• Coordinates arrangements for Professional Development Institute facilitators, including contracts, payment, and IT needs.
• Monitors the institute budget ensuring invoices, purchase orders, and reimbursements are processed in a timely fashion, and making budget transfers, as necessary.
• Assists with scheduling, planning, and implementation of events, including attending events as necessary.
• Makes and confirms room reservations through the University reservation system.
• Works with the catering office for food service needs.
• Works with the Integrated Marketing Office to publicize events, including through the University portal.
• Works with the Integrated Marketing Office on content for promotional materials, institute webpages, and social media platforms.
• Performs other duties as assigned.

QUALIFICATIONS:

• Must be willing to contribute actively to the mission of the University as well as show respect for the Catholic and Assumptionist identity of Assumption University. 
• Demonstrated knowledge of Microsoft Office: Word, Excel, and PowerPoint.
• 2-3 years previous office experience.
• Associate or bachelor’s Degree.

SCOPE:

• Interacts on a frequent daily basis with the University’s administrators, faculty, staff, and students, and with external representatives of various agencies and organizations. 

Physical Demands : 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the