Concordia University is a Lutheran higher education community committed to helping students develop in mind, body and spirit for service to Christ in the Church and in the world.

Position Summary

Reporting to the Dean of the School of Business, and under general supervision, the academic administrative assistant will coordinate, oversee, and perform a wide variety of administrative support activities for the CUWAA School of Business. This position is responsible for providing confidential administrative and operational duties, coordinating staff and office support, assist the School of Business academic leaders with instructional contracts and compensations, maintaining records, drafting reports, tracking program processes and information, perform budget analysis grant administration duties. Occasional evening and weekend hours are required and are on an as-needed basis.

Job Duties & Responsibilities

• Provide administrative, logistical and technical support to an assigned manager; using standard office soft­ware, compose and/or type memoranda, correspondence, reports, depart­ment schedules, instructional materials, spreadsheets, forms and other documents; screen meet­ing requests and maintain the manager's calendar; draft, proofread and/or edit a variety of materials; ensure materials, reports and documents for signature are accurate and complete; take, transcribe and distribute meeting minutes
• Act as liaison in coordinating matters between the Dean and the Provosts office, other administrators, faculty, staff and representatives of outside agencies; respond to requests for information and direction on behalf of the Dean; follow up on various assignments to ensure that needed action is taken; perform routine to difficult public relations duties over the phone and in person; respond independently to correspon­dence and email inquiries regarding a variety of department matters; relieve the Dean of a variety of administrative details including tracking submission forms, syllabi, scheduling rooms; coordinate travel requests and logistics including making reservations and processing reimbursements
• Monitor budget expenditures for grants and fixed, departmental and holding accounts; track and process expenditures, encumbrances, reimbursements, stipends and payments; create budget expenditure forecasts; determine grant expense eligibility; track multiple funding sources; run aggregated budget reports through spreadsheets and financial systems and calculate budgets for all departments and programs under the assigned manager; research and correct discrepancies; process budgetary adjustments and transfers when warranted and approved by the Dean
• Coordinate personnel processes including full-time and associate faculty onboarding and Employee Change Requests; collect and audit documentation supporting staff time logs and ensure conformance to work-hour restrictions; compute and categorize pay according to departmental/program billing accounts; ensure accurate usage of funding codes and calcu­lates departmental/ program billing; provide confidential and efficient recordkeeping; prepare FLAC operations; assist CUWAA with the resolution of payroll issues
• Make meeting arrangements; assist with the development and coordination of departmental special events; assist with setup and cleanup for various meetings and events; contact vendors for food orders, materials, supplies and audio visual equipment; handle other meeting and event logistics including soliciting volunteers and coordinating student workers
• Create, develop, maintain and update specialized and custom forms, databases, logs, files, records and reports to support technical work processes in areas of responsibility; design, develop and maintain spreadsheets and databases requiring data interpretation and mani­pulation; track and maintain federal, state, grantor and district required data and prepare for submission or reporting
• Coordinate equipment replacement process; coordinate with multiple departments to spend allocated funds; submit purchasing requisitions; monitor and track purchases and budget; determine grant eligibility
• Assist with the coordination of the research, writing, editing, and distribution of the SOB newsletter/journal
• When assigned by the Dean, attends meetings and takes minutes for the department
• Other duties as assigned by the Dean

Work Direction Responsibilities

• Lead work direction to lower-level staff, student employees and temporary staff

Knowledge, Skills, & Abilities

• Establish priorities and work effectively and independently with many demands.
• Maintain highly confidential information.
• Represent the Dean in dealing with other administrators, public, and students.
• Assign and inspect the work of student workers and lower-level staff.
• Monitor a department budget.
• Track statistical information utilizing spreadsheets and databases.
• Establish and maintain effective working relationships with all those encountered in the course of work.
• Organize and oversee the day-to-day operations and activities of the departments administrative support.
• Compose clear, concise and comprehensive analyses, correspondence, reports, presentations and other written materials.
• Supportive of the mission and values of Concordia University Wisconsin/Ann Arbor and the Lutheran Church Missouri Synod (LCMS)

Education & Experience

• Associate required; bachelor's degree preferred
• Two years of administrative experience, preferred
• Computer skills including MS Word, Excel, Outlook, PowerPoint, and online survey software such as Qualtrics

Physical Demands/Equipment (Click to View)

Compensation & Benefits

This is a part-time, non-exempt (hourly) staff position. The starting wage may be determined upon education and/or experience. Tuition benefits are available for employees; however, there are no other benefits associated with this position.

Application Instructions

To receive full consideration, all applicants are asked to complete and submit an online employment application through the Concordia University Employment page. To begin, please click the Apply Now section on the job page and then click the Apply For This Position button to begin the application process.

Equal Opportunity Employer

It is the policy of CU to provide equal opportunity to all employees and applicants for employment in accordance with all applicable federal, state, and local laws.

The University will not discriminate against or harass any employee or applicant for employment because of race, color, sex, pregnancy, national origin (including ancestry), citizenship status, physical or mental disability, age, marital status, gender, veteran or military status, predisposing genetic characteristics, domestic violence victim status, or any other characteristic protected by federal, state or local laws.

However, CU is an institution of the LCMS and, to the extent allowed by law, CU reserves the right to give preference in employment based on religion. In addition, preference in holding certain employment positions is given to ordained or rostered ministers of the LCMS. Based on a religious tenet, CU recognizes only male, LCMS ordained Ministers of the Gospel, but recognizes both male and female LCMS Rostered Ministers of the Gospel.

The Human Resources Department has been appointed to manage the equal employment opportunity program, including all equal employment opportunity activities, as required by federal, state and local agencies. If any employee or applicant for employment believes this policy has been violated, he/she must contact the Director of Human Resources.

Concordia University is a HLC accredited, co-educational, liberal arts school offering more than 70 undergraduate majors, over 40 master's degree programs, and 4 doctoral programs. There are also a variety of accelerated evening and e-learning programs.