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Job Title:
Administrative Assistant for the Office of Pre-Professional Advising
Job Family:
Administrative Support
Full-Time/Part-Time:
Part time
Compensation Grade:
4H
Pay Type:
Hourly
Department:
Health Careers Advisor
Job Summary:
Provides office management, hospitality and operational support for the Office of Pre-Professional Advising (OPPA). The OPPA consists of a Director, Assistant Health Careers Advisor, and Pre-Law Advisor. Although many programs and activities are focused on current students, this office also offers resources for faculty, staff, prospective students, and alumni. The position is a twelve-month, part-time 20 hour per week position.
Job Description:
Job Description and Responsibilities:
1) Serves as first point of contact for the OPPA, assisting guests/visitors (students, faculty/staff, alumni, and community) and facilitating a hospitable space for welcoming conversation and dialogue.
2) Answers multi-line telephone, email, social media inquiries, and voicemails to respond to questions, take messages, or direct the caller to the appropriate person.
3) Maintains office space for working and advising, coordinates staff and collaborator access, purchases and stocks supplies, requests building and technology repairs, maintains office copy machines, and proactively addresses space-related needs.
4) Manages and maintains calendar of events and coordinates meetings and events as needed. Reserves rooms and places orders with catering when necessary.
5) Works closely with OPPA staff to provide hospitality and administrative support for programs and events, including catering, entertainment, room reservations, invitation lists, university services, university guest travel arrangements, gifts, preparation of materials, event set up, and post-event activities including organizing and archiving photographs from programs and events.
6) Assists with creation and implementation of communications through various media (including but not limited to email, website, social media, and printed materials) as requested by OPPA staff. Manages publicity for programs and events by updating websites and social media; creating newsletters and brochures in print and digital formats; distributing event announcements in print and digital formats; and maintaining mailing lists and coordinating mass mailings for the OPPA.
7) Supervises a student worker, and delegates appropriate tasks to the student worker accordingly.
8) Maintains social media platforms with guidance from OPPA staff, and supervises a student worker assigned to create content for posting online.
9) Administers cash receipts, coordinates revenue collection, and assists with financial aspects of event planning. Administers deposits for all monies received from events and ensures deposits are accomplished in a timely manner. Manages the departmental petty cash funds, ensuring deposits are accomplished in a timely manner.
10) Supports OPPA staff in coordination of professional travel, including travel expense approvals, reservations, trip itineraries, and reimbursements. Assists staff in completion of travel-related expense reports in compliance with university travel policy.
11) With a high level of accuracy and timeliness, maintains budget records and follows university financial procedures consistent with guidelines and requirements for restricted, designated, and endowment accounts. Assists the Director and staff in planning expenditures, reconciling university procurement card statements, and managing budgets for specific programs, activities, and resources.
12) Assists with gathering and compiling data on student use of the OPPA resources, participation in OPPA events and activities, student outcomes, and other data as needed for assessment. Collects information from graduating students and maintains list of alumni contacts. Uses LinkedIn and similar online resources to collect, compile, and maintain records of alumni in healthcare and legal professions for the OPPA.
13) Assists with compilation and coordination of materials associated with student applications to professional schools, including but not limited to, collecting resumes and personal statements, coordinating receipt and notification of letters of recommendation, and mailing or uploading of letters of recommendation packets.
14) Serves as first point of contact for professional school representatives and other external entities asking to engage with students on campus. Coordinates scheduling of presentations by external entities after consultation with the appropriate OPPA staff member.
15) Assists with collecting, compiling, and communicating information on post-graduate opportunities and experiences for students planning to take a gap year or years before applying to professional school.
16) Works closely with student groups advised by the OPPA to support programs and events, including catering, room reservations, invitation lists, university services, student travel, university guest travel, gifts, and set up. Assists with membership eligibility, membership dues and membership record forms, including compiling and submitting membership records to national offices, where applicable.
17) Communicates openly and recognizes contributions of co-workers and supervisor.
18) Pursues professional development to keep pace with demands for services and information. Maintains up-to-date information about the OPPA and Furman University.
19) Completes performance review process with the Director of the OPPA to understand job performance expectations and how they fit into the department and University goals.
20) Performs other duties as assigned in support of the goals and objectives of the OPPA and Furman University.
The intent of this job classification description is to provide a representative summary of the types of duties and responsibilities that will be required of positions in this classification and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Employees may be requested to perform job-related tasks other than those specifically present in this description.
Reports To:
Reports to the Director of Pre-Professional Advising
Work is performed independently on routine work. Non-routine issues or questions are reviewed with the supervisor or appropriate staff person.
Education/Skill Requirements:
Associate's degree required; bachelor's preferred.
Office experience required; experience in higher education environment preferred.
Excellent communication and interpersonal skills.
Organized and has ability to accurately and effectively manage multiple concurrent tasks to completion, with possible interruptions.
Experience using office software, including Microsoft Office Suite, required. Experience with social media, website management, and/or Workday is strongly preferred.
Ability to complete numerical work (including budget/grant management) accurately.
Willingness to learn new work-related software and technology.
Ability to problem-solve and seek information and appropriate contacts to move tasks forward.
Work Conditions:
Work is performed under usual office conditions during standard business hours with occasional off-site programs.
Occasional programs/events outside of the typical workday may require some flexibility for hours completed during the week.
Occasional evening and weekend work required, as needed.
Work Requires:
Frequent interaction with people.
Frequent shifts in priorities.
Handling of multiple tasks.
Meeting daily deadlines.
Handling confidential data.
Driving on occasion to purchase supplies or run work-related errands.
Work requires attention to detail and flexibility to assist the supervisor when needs arise.
Required Documents:
1. Cover Letter
2. Resume/Curriculum Vitae
Education Requirements:
Associates (Required)
Certification Requirements:
Job Posting End Date (if date is blank, posting is open ended):
To apply, visit https://furman.wd5.myworkdayjobs.com/en-US/Furman_Careers/job/Main-Campus/Administrative-Assistant-for-the-Office-of-Pre-Professional-Advising_R002109
Furman is an Equal Opportunity Employer committed to increasing the diversity of its faculty and staff. The University aspires to create a community of people representing a multiplicity of identities including gender, race, religion, spiritual belief, sexual orientation, geographic origin, socioeconomic background, ideology, world view, and varied abilities. Domestic partners of employees are eligible for comprehensive benefits.jeid-ba38e957236baf468af47867945221f4