Administrative Assistant

This position provides support for General Education, Assessment, and Advising . Responsibilities include calendar and schedule management, meeting preparation, file management, communication with faculty, staff and students and administrative support projects. The position also oversees student worker(s).

Support for General Education and Assessment:

1. Thoroughly understand and implement best practices for calendar management and scheduling including expert use of Outlook - prioritize appointments as necessary, anticipate materials needed for appointments.

2. Make meeting arrangements, travel arrangements, and schedule adjustments as needed; Anticipate the impact of schedule on materials needed each day.

3. Use Microsoft Excel, Word and PowerPoint as well as Banner to plan, develop and complete projects as assigned in a timely manner. This includes the development/editing of spreadsheets and presentation documents.

4. Manage the following annual projects: track enrollment trends and department baseline compliance in general education to assist the dean in calculating future course section needs, manage completion and accuracy of cross-cultural course load forms, assist Dean with IDS and cross-cultural CALM review, maintain ELI attributed course list and advisor training, manage hiring processes and loading of IDS adjunct instructors, manage hiring processes and time sheets for student office assistants.

5. Prepare memos and written communications as directed.

6. Keep materials organized and easily accessible electronically and when appropriate in paper form.

7. Edit and refine web pages as assigned.

8. Maintain files, including electronic files as well as archives in a methodical and systematic way.

9. Coordinate and reconcile office billings and assist with budget preparation.

10. Oversee student employees and assign tasks in an efficient and effective manner.

11. Maintain a professional workspace and a professional demeanor in all interactions with faculty, staff, students and community members.

12. Assist educators with assignment linkages and organize Assessment help events.

13. Maintain consistent and reliable attendance.

Support for Advising:

1. Manage Advisor Evaluation process.
2. Regularly communicate with Department Chairs on advisor assignments for incoming class of students.
3. Key student advising assignments in Banner.
4. Maintain various reports such as Undeclared Advisor and Mass Updates reports.
5. Prepare communication for new students and advisors (efolders).
6. Serve as an involved participant in all programs and services provided by the Office of Academic Advising.
7. Utilize technology effectively to develop and disseminate high quality academic advising resources for students and academic advisors.
8. Assist with development of New Advisor Training and Advising Day workshops.
9. Maintain consistent and reliable attendance.

• Associates degree and/or specialized training

• 2 - 3 years of administrative support experience. 

• Professional-level communication skills, including strong writing, editing, speaking and   comprehension skills

• Ability to communicate successfully across departments and with various constituencies, including external contacts

• Strong organizational skills, including time management skills and the ability to prioritize multiple responsibilities

• Expert computer proficiency including the ability to work independently in Outlook, Banner, Excel, PowerPoint, and Word.

• Ability to work in various databases as well as understand basic web design and web page maintenance

• Ability to work independently on complex projects managing significant portions with little to no oversight

• Ability to develop and implement systematic electronic filing systems

• Ability to maintain a high level of confidentiality and a professional demeanor and workspace at all times

• Basic understanding of compliance and regulations related to higher education.

Messiah University’s commitment to diversity and inclusive excellence draws inspiration from its mission “to educate men and women toward maturity of intellect, character and Christian faith in preparation for lives of service, leadership and reconciliation in church and society.” The university has pursued this vision through a strategic planning process that encourages diversity through employee and student composition, campus climate, and an educational program that seeks to equip and enable educators and students to embrace diversity. Candidates should clearly articulate why diversity and inclusive excellence matter to them as persons of faith as well as in their profession. Candidates will speak to how as a potential employee, they will contribute to the advancement of this vision through their teaching-learning, research, institutional service, and public engagement.