Senior Administrative Assistant, Department of Applied Business

Department

Applied Business Studies

Job Posting Title

Senior Administrative Assistant, Department of Applied Business

Job Description

Position involves administrative and general office support duties along with specialized tasks, including providing assistance to the departmental chair and faculty. Duties will include public relations/marketing assignments, communication, accounting and bookkeeping, assistance with personnel processes, and data management. This position utilizes standard office tools, technology, and will supervise and provide leadership to student employees. A successful candidate needs to be able to take the initiative, manage tasks simultaneously, work independently as well as in a team, possess strong communication skills, be well organized, and detailed oriented.

MINIMUM QUALIFICATIONS: This position requires a High School Diploma or equivalent, as well as three to five years of experience in an office or administrative setting. Supervisory or managerial experience required.

PREFERRED QUALIFICATIONS:

• Two-year college or technical degree in Business Administration or a related field
• Customer service skills/experience
• Marketing skills/experience (i.e., social media, Canva, website editing)
• Superior written communication skills
• Highly proficient with Microsoft Office applications (Outlook, Word, Excel, Teams)
• Workday experience

PRIORITY DEADLINE: November 26, 2024. Review of applications will continue until the position is filled. 

SALARY: $15.03 per hour plus benefits package. 

START DATE: This position has a potential start date of December 9, 2024 or January 6, 2025.

BENEFITS: Competitive benefit package http://www.fhsu.edu/humanresourceoffice/Prospective-Employees/

RESPONSIBILITIES:

• Communicates with students, faculty, staff and administrators on a daily basis, sometimes regarding confidential issues. The Senior Administrative Assistant is the primary contact person for students, faculty, and staff who come into the office, email, message on Microsoft Teams, or telephone the office for information. The individual hired must be able to communicate with individuals of various backgrounds and temperaments on a daily basis.
• The ability to create marketing pieces is important. The position assists with updating the department website, creating social media posts/videos regularly, creating brochures, and other items to promote the department and programs. Much of this is done using Canva and social media platforms. Ability to use other programs such as Photoshop is a plus.
• Maintains all budgetary accounts including grants and FHSU Foundation accounts.  Prepares payment vouchers, travel authorizations, travel payment vouchers, and purchase requisitions through Workday. Classifies and records transactions and identifies and resolves discrepancies and any other related transactions. Reviews purchase orders, vouchers, bills and forms to approve merchandise or reimbursements or to make payment for goods or services.
• Reconciles all department accounts between Workday and the office accounting process every month and provides monthly department account activity and balance reports to chair.
• Assists chair with correspondence, spreadsheets, and documents.
• Assists department chair with ensuring schedules for on-campus and online classes, including resolving room conflicts, are submitted accurately, timely, and adhering to FHSU deadlines. Submits course approval forms for online and on-campus classes.
• Assists in the planning, coordinating, and scheduling of meetings for the chair. Uses Outlook and other communication and scheduling tools.
• Maintains inventory and orders office supplies and equipment as needed. Coordinates the maintenance of office equipment. Orders and purchases supplies and equipment as necessary.
• Interviews, selects, coordinates, supervises, evaluates, and mentors student employees. Maintains records, payroll, and hiring of all student employees. Sets work schedules of student workers in consultation with chair each semester; establishes priorities and delegates work assignments and reviews completed work of student employees for accuracy.
• Makes travel and lodging arrangements, reimbursement for faculty travel, and candidate interview travel.
• Assist with recruiting and other events.
• Other duties as assigned by the department chair.

APPLICATION PROCESS:  To apply for this position, please