Administrative Assistant, Department of Communication

Position Summary

As a Christian university, Olivet Nazarene University exists to provide an education with a Christian purpose. We value diversity as a means to enrich and deepen the educational experience, both inside and outside the classroom and online. We are committed to recruit and retain mission-aligned faculty and staff from diverse backgrounds. We strive to be a more inclusive community as we seek to understand and celebrate our unique experiences and perspectives.

This person will be the receptionist for the Department of Communication and Administrative Assistant to at least five full-time faculty and several adjunct professors. This person is responsible for managing (hiring, training, scheduling) a staff of 4-6 students who serve as departmental TAs and lab monitors from 4:30 p.m. until 9:00 pm most days of the week. The position is regular part-time, which entitles the employee to benefits such as retirement contributions and paid leave time. This position is a 9-month assignment.

Essential Duties and Responsibilities

1. Welcome all who enter the building.
2. Accept general administrative assistant duties and projects from the communication department chair; includes small event planning and executing.
3. Assist all full-time and adjunct professors as needed.
4. Run occasional on-campus errands for professors.
5. Obtain and post professors’ schedules each semester.
6. Help prepare course syllabi/packets as needed.
7. Provide end-of-course surveys to professors and archive survey reports.
8. Maintain inventory of office supplies.
9. Maintain the departmental electronic fax/scan folder.
10. Operate and maintain office machinery.
11. Process purchase orders and reimbursements; maintain an accurate log with receipts.
12. Maintain communication department websites (internal and external) and current student email list
13. Assist in producing departmental internal and external communications (i.e. department e-newsletter, social media, fliers).
14. Update and maintain departmental physical and electronic bulletin boards.
15. Oversee student lounge cleanliness and refreshment offerings (i.e. coffee, snacks, donuts).
16. Process room reservation requests through Astra.
17. Coordinate prospective student visits with the admissions department.
18. Generate transportation/chauffeur requests for field trips.
19. Lead the hiring and discipline processes for TAs/monitors.
20. Maintain TA/monitor schedule and approve timecards bi-weekly.
21. Maintain log of students' use of labs and studios.
22. Keep accurate records of production equipment loaned to students.
23. Assist in the maintenance, inventory and repair of production equipment.
24. Coordinate posters, playbills, and tickets for theatre plays with the marketing department.
25. Take orders for ticket sales for plays (phone, web, in-person).
26. Provide fill-in assistance answering the main university switchboard line in rare instances when the full-time operator is unable to take calls.

Knowledge, Skills and Abilities Required

• A lifestyle in agreement with the ONU Statement of Mission, Faith, and Lifestyle Covenant.
• Consistently friendly, pleasant, and positive attitude.
• Love for ONU’s mission and students.
• Ability to multi-task and work amidst distractions and frequent interruptions.
• Flexibility/adaptability to help accomplish spontaneous tasks.
• Pleasant phone skills.
• Strong organizational skills.
• Attention to detail.
• Filing (hard copy as well as efficient electronic filing).
• Typing/writing/proof-reading for spelling and grammar.

Additional Information

SUPERVISORY RESPONSIBILITIES
This person will hire, train, schedule, discipline, and supervise approximately 10 student workers who serve as department teaching assistants and lab monitors in the evening hours.

EDUCATION
Level of education required for this role: a high school diploma is the lowest level of requirement.

WORK ENVIRONMENT
This person will be working at a desk near the entrance to the building, in an open lobby area where students, faculty and staff often pass through.

SUPPLEMENTAL INFORMATION
The salary for this position begins at $16.00/hour.

Only candidates who submit all required documents will be considered: resume, cover letter, statement of faith, application questions. Applications will be accepted until the position is filled.

Regular Part-Time Staff work an average of 20 hours per week over the course of a year.

• Employer retirement contribution begins on first day of full-time employment and is 100 percent vested at that time.
• Additional auxiliary coverage such as life insurance, disability insurance and AD&D insurance.
• Pro-rated paid time off, including vacation, sick, personal, and bereavement leave and 18 days for the observance of holidays.
• Access to an active campus life with a top-notch fitness center, enriching musical performances, competitive athletic competitions, and introduction to the sciences at our Stickler Planetarium.