If you are a current Barnard College employee, please use the internal career site to apply for this position.
Job:
Administrative Assistant to Sophomore & Junior Class Deans
Job Summary:
Reporting to the Sophomore Class Dean/Associate Dean for Transfer Students and the Junior Class Dean/Associate Dean for Academic Assistance, the Administrative Assistant provides administrative, technological, and general assistance to the designated deans and to the office. The Administrative Assistant will perform delegated tasks and provide general assistance in the Office, including occasionally serving as receptionist. Assistants will connect students to appropriate parties within the Deans’ Office and within the College; will serve as first contact within the Deans’ Office for Advising & Support; and will update and maintain the Deans’ Office websites and take on other technological projects as needed.
Job Description:
Every administrative assistant position in the Office includes most, but not necessarily all, of these responsibilities.
1. Coordinate programs for the Sophomore Class Dean/Transfer Dean, particularly in preparation for and during September and January transfer orientations; collaborate with academic departments in scheduling and coordinating the department open houses or program planning meetings each semester; assist with the dissemination of information to students through in-person or online meetings or tutorials. Under guidance of the Junior Class Dean/Dean for Academic Assistance, coordinate programs for the junior class and the Peer-to-Peer Learning program (student peer tutoring), including the creation and distribution of promotional materials; aiding in the hiring and training of tutors; managing of related software; handling budget and payment of tutors; communicating with academic departments and coordinating the setup of help rooms each semester.
2. Day-to-day duties include word processing; mail merges; proofreading and editing of complex written materials; photocopying; faxing; sending and responding to email; distributing incoming paper mail; maintaining files; and preparing, coordinating the printing of, collating, and sending or distributing memos, letters, mass mailings, reports, and publications on behalf of the deans, sometimes using graphics and desktop publishing.
3. Under guidance of the Deans, coordinate meetings of the appropriate Committees (such as Committee on Honors), take minutes, and communicate with faculty members and students.
4. Under direction of the deans, explain policies, answer questions, and troubleshoot problems in response to phone, e-mail, or personal queries from students (on and off campus), alumnae, parents, faculty members, administrators, and external individuals and institutions and/or at information sessions.
5. Answer telephones, direct calls, transmit messages for the Deans' Office. Make phone calls for deans, some related to confidential information and make appropriate referrals.
6. Schedule, organize, and publicize meetings and events: reserve rooms, prepare materials, and order food. Draft and prepare written programs for events and ceremonies. Arrange seating charts. Take minutes at meetings if necessary.
7. Prepare, maintain, and update College, national, and federal databases (including Colleague); enter data; generate spreadsheets, statistical reports, and lists, verifying facts when necessary. Assist in the gathering and collating of results from surveys and other assessment efforts of the Office.
8. Assist with the interviewing, hiring, training, and supervision of student employees during the academic year and with the coordination of the peer tutoring program.
9. Provide general and budgetary clerical assistance for programs. Prepare check requests, track invoices, and maintain budget and expenditure records.
10. Update and maintain sections of the Office website and blogs as directed by relevant deans.
11. Communicate with offices throughout the College and University, and assist with coordination efforts.
12. Receive academic standing reports from faculty members, determine deans and advisers who should receive them, and forward accordingly.
13. Help maintain deans’ schedules.
14. Be open to the training and use of various digital platforms and applications, including but not limited to Slate, Advocate, Qualtrics, Google Drive, and other products and services.
15. Perform other related duties as assigned.
Skills, Qualifications & Requirements:
QUALIFICATIONS:
KNOWLEDGE AND SKILLS
Accurate and rapid word processing skills; strong computer skills including ability to use a database and prepare spreadsheets, use desktop publishing and web software and email
Willingness and ability to learn additional computer programs as needed, including social media platforms
Organizational skill with attention to detail
Ability to write clearly and correctly, including ability to proofread and edit
Ability to focus and work quickly, to handle multiple tasks and set priorities
Ability to work independently
Ability to relate effectively and positively with students, alumnae, parents, staff members, faculty members, and colleagues
Maturity, sensitivity, tact, judgment, and ability to maintain confidentiality
Ability to contribute to the tone of professionalism in the office and to remain calm and flexible under pressure
Ability to work effectively in a setting that requires extensive cooperation and collaboration among all staff members
Familiarity with an academic environment preferred.
This is a 2110 grade VIII position
Pay Rate: $33.80/hr
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the College's good faith and reasonable estimate of the range of possible compensation at the time of posting.
Company:
Barnard College
Time Type:
Full time
