Administrative Assistant - Graduate Counseling

Posted 10/07/2020

Position summary

This is a part-time, temporary position. The Administrative Assistant is the primary or lead administrative support position within the Department of Graduate Counseling (DGC), with primary responsibility for a wide variety of complex processes that generally includes scheduling, financial record keeping, data management and reporting, and front line communication with a variety of DGC constituents.  This position reports directly to the Graduate Counseling Department Chair.  The primary office for this position is at the JBU Main campus in Siloam Springs, AR.

Role Qualifications 

  • Strong administration skills, including planning, organizing, assessing, and revising systems, processes, and procedures.
  • Keyboarding skills are required.
  • A working knowledge of word processing and spreadsheet applications is required.
  • A working knowledge of or the ability to learn and use database applications, the web content management system, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department is required.
  • The ability to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain moderately complex filing systems and records, and make mathematical calculations is required.
  • Effective verbal and written communication skills are required.
  • The ability to train, assign work, and review the work of full- and part-time employees and student workers is required.
  • The ability to maintain departmental financial records and accounts and prepare financial reports is required.
  • The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

Position Responsibilities 

  • Provides and manages reception services, scheduling appointments, meetings, and travel, maintaining the department calendar, preparing and proofreading correspondence, reports, organizing and maintaining paper and electronic filing systems, monitoring due dates for recurring academic calendar events for the DGC, initiating recurring administrative processes related to the academic calendar, coordinating projects, and assisting in the completion of reports and questionnaires by researching and gathering required information and preparing reports.
  • Serves as the communication hub of the department by organizing, storing, retrieving, and integrating information for dissemination to administration, faculty, staff, and/or students, communicating information from the Department Chair to others, collecting and organizing information requested by the DGC from others, and making information available to others by mail, email, telephone, and the web.
  • Assists faculty by answering questions and providing information, locating desired information and materials, providing assistance in test preparation, proctoring tests, preparing and/or proofreading manuscripts, correspondence, and other material, obtaining desk copies of textbooks, making travel arrangements, and preparing expense reports.
  • Assists students by determining who can best provide information needed by the student, providing initial assistance to students with questions about classes, registration, permissions, etc. using established guidelines (information in course catalogs, departmental and college documents, and established policies and procedures), and assigning advisors.
  • Obtains equipment, services, and supplies needed by the department by maintaining an inventory of office supplies, purchasing computers, furniture, office supplies and equipment, and supplies and equipment used in the classroom or for research, determining the appropriate method to pay for goods or services purchased by the department following University policy and procedures, and utilizing the appropriate process.
  • Purchases specialized equipment and supplies needed for faculty projects, clinics, or classes on a frequent and regular basis by locating suppliers, determining the appropriate method to pay for goods or services purchased by the department following University policy and procedures, and utilizing the appropriate process.
  • Manages multiple departmental accounts with active purchasing activities, budget transfers, and/or billing by reconciling accounts monthly, maintaining balances of very active accounts and sub-accounts established within the department, and preparing monthly financial reports that are relied on by the Department Chair for making financial decisions.
  • Coordinates the development of the semester course schedule by initiating the process by recreating previous semester schedules, contacting faculty to determine courses and sections they wish to teach, obtaining rooms that meet special needs of the courses during the days and times scheduled, contacting per course instructors to teach sections that full-time faculty are unable to teach, preparing personnel action forms and monitoring their approval, entering the courses, sections, instructors, times, dates, and rooms into the database, monitoring course registration, alerting the department head of low or high enrollments and waiting lists, and acting to control distribution of enrollment by sections.
  • Organizes, coordinates, plans, and conducts departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and overseeing the event as it occurs.
  • Assists with employment processes to varying degrees by preparing the recruiting announcement, monitoring and maintaining credential files of applicants, preparing master files for the search committee, preparing correspondence to applicants, entering required information into the applicant database, preparing position authorization forms and personnel action forms and monitoring their approval, and assisting new employees with processes associated with employment (completion of Form I-9, obtaining access to network resources, arranging office space, equipment, services, and supplies, etc.).
  • May assist with competitive admission processes to undergraduate or graduate programs or with application for departmental scholarships by answering questions about the program, sending out program and/or scholarship information, maintaining databases of required applicant information, monitoring and maintaining applicant files, reviewing information for determine if minimum qualifications are met, and preparing correspondence to applicants.
  • Supports the administrative business functions of the department by obtaining and processing textbook adoptions, organizing the faculty evaluation process, maintaining the departmental website and databases, and assuring security of classrooms, labs, equipment, and records.
  • Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
  • Remains competent and current by attending professional development courses, software-training classes, and courses and/or training sessions as directed by the Department Chair or required by the University.
  • Supports the department by performing all other duties as assigned by the Department Chair.
  • Other duties as assigned.

Essential Skills and Experience 

  • A minimum of three years of administrative support or secretarial experience.
  • Experience in academic or medical/clinical settings is preferred.

Education

  • Minimum of high school diploma.

Personal Qualities

  • An organized, timely, dependable, and hard-working individual who can balance administrative tasks with personal/relational interaction.
  • Must possess an internal drive to achieve departmental benchmarks related to the position, while being a positive influence on peers, students, and external constituents/site supervisors.
  • Must be a team player with a servant attitude who is committed to excellence and ongoing personal growth (professionally and spiritually).
  • Must commit to the Articles of Faith, Mission and Objectives of John Brown University while being a role model for others through the active demonstration of a Christian faith in both personal and professional contexts.

Reporting to this position

  • None.

Diversity

JBU desires to increase the diversity of its faculty, staff, and students to honor how all humans are created in the image of God, to reflect better the diversity of the Kingdom of God, to further our Christian commitment to justice, and to increase the quality of our educational experience. JBU is pursuing the goal of teaching and working in a multicultural environment and strongly encourages applications from ethnic minorities and women. For more information, visit our diversity webpage

Physical Demands and Work Environment

  • While performing the duties of this job, the employee is occasionally required to walk; stand; sit; use hands; reach with hands and arms; balance; stoop; talk and hear.  The employee must occasionally lift and/or move up to 15 pounds.  Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The noise level in the work environment is usually minimal.

 

The employee is expected to adhere to all University policies.

About JBU

Information describing the university is available on-line.

Apply

Please complete the application and then upload it along with your resume and cover letter to the "Upload Your Documents" page. Only complete materials will be reviewed. Applicants selected for an interview will be contacted by the university.‚Äč 

Contact Information:
Office of Human Resources
John Brown University
2000 West University Street
Siloam Springs, AR 72761
Phone: 479.524.7123
e-mail: jobs@jbu.edu

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