What are the responsibilities and job description for the Administrative Assistant, School of Humanities and Leadership position at Wayland Baptist University?
Administrative Assistant, School of Humanities and Leadership
Position: Administrative Assistant, School of Humanities and Leadership
Location: Wayland Baptist University (WBU) – Plainview Campus
Academic School: School of Humanities and Leadership
Supervised by: Dean, School of Humanities and Leadership
Positions supervised: Student Employees
Hours: 37.75 weekly
General Responsibilities: The Administrative Assistant maintains the school’s academic documents and financial records; this includes processing, developing, and/or updating documents, reports, spreadsheets, databases, etc. using a variety of computer, software, and office equipment. Additional duties include processing academic data; maintaining office files; faculty greeting and communicating with visitors and students; answering and maintaining phone lines and departmental email; assisting with various events; and assisting the dean and associate dean in preparing course and classroom schedules, and organizing special reports; or projects.
Specific tasks and duties:
- Display ability to maintain confidentiality when functioning with sensitive material
- Assist with preparation of school’s academic documents and reports, processing and developing all documents, reports, spreadsheets, databases, etc. as necessary.
- Assist with the processing and maintenance of the school’s financial records, including the monitoring and requisition of necessary supplies, travel requests, etc.
- Maintain various office files (faculty documents, student records, advising materials, etc.)
- Communicate with staff of Information Technology, Maintenance, Business, and other offices when school needs assistance or repairs.
- Research and analyze institutional data, create reports, and spreadsheets as requested by Dean or Associate Deans.
- Prepare and update faculty overload and adjunct payment documents.
- Work with vendors assuring accuracy in project purchase and delivery.
- Oversee basic daily operations of school office with minimal or no supervision.
- Maintain school phone line tactfully and courteously, processing calls to appropriate faculty/staff members or other offices as necessary.
- Update or maintain school’s social media and other information sources as needed.
- Greet and interact with visitors, employees, and students in a tactful and courteous manner.
- Assist with registrations and recruitment activities as needed, possibly working on Saturday as required for summer registration or after typical work hours for H&L special events.
- Assist school faculty with curriculum related activities (textbook orders, photocopying, exam grading, online reporting, etc.), and use of technology within classrooms and offices.
- Hire and supervise student employees and process their timesheets.
- Create room calendars and schedules and oversee computer lab, as necessary.
- Coordinate and manage special projects as assigned, such as travel plans for annual study tours and annual publishing of Embers and Sparks.
- Assist with planning, publicizing, and executing any of H&L’s events (meals or receptions, Haiku Contest, Language Festival, Film Festival, or other events with vendors, Symposium, summer camps, and more).
- Check in with the dean daily for updates, questions, and new or revised tasks.
- Other duties as assigned.
The above statements are not a complete list of responsibilities and duties performed by employees in this position. Employee may perform other related duties as assigned by the Dean.
Minimum qualifications:
- Some college education required
- Bachelor’s degree preferred
Experience and Knowledge:
- Office or clerical experience preferred
- Experience maintaining financial records preferred
- Design skills for creating videos, posters, and social media posts preferred
- Ability to apply Christian principles in a workplace required
Skills and Abilities:
- Must have excellent verbal and written communication skills in English; some Spanish would be a plus.
- Must have proficient computer skills (comfortable with Word, Excel, email, etc.) and be willing to acquire additional computer and technological skills as necessary.
- Must have excellent time-management skills and be self-motivated and detailed-oriented.
- Must be able to complete a variety of tasks simultaneously and work within flexible framework.
Conditions of employment:
Employment is subject to an introductory period to monitor employee performance. If hired, the prospective employee must present documentation within three (3) days of hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE). Must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver’s license. Must have and maintain a satisfactory driver’s record.
Wayland Baptist University does not unlawfully discriminate in employment opportunities or practices on the basis of race, color, sex, national origin, age, disability, or any other characteristic.