Administrative Assistant, School Of Behavioral And Health Sciences

Under the general direction of the Executive Assistant to the Provost/Faculty Services Coordinator, the dean, and the chairs within the School of Behavioral and Health Sciences, the administrative assistant provides high-level office management and support for the academic departments within the school including psychology and counseling, nursing and sociology and social work.
The administrative assistant supervises student workers, communicates effectively with staff, faculty, students, and external contacts, manages confidential information, accepts additional assignments from the Executive Assistant to the Provost/Faculty Services Coordinator or department chairs, and establishes priorities to ensure timely completion of various tasks.
Evenings or weekends may occasionally be required to support special events or projects.
Essential Duties include the following.
Other duties may be assigned.
Administrative Support (75%)
* Assists in the preparation of regulatory and accreditation reports.
* Supports faculty recruitment processes by organizing applicant vitae and coordinating visit or conference call arrangements and reimbursement.
* Compiles and distributes teaching schedules, faculty office hours, and classroom schedules each semester, providing information to faculty, graduate assistants, students, and the general public.
Coordinates faculty schedules for final exams, as requested by the Registrar's Office.
* Provides information and orientation to full-time and adjunct faculty on Hood College's academic policies and department procedures, including updates to the adjunct instructor manual.
Assists new hires with securing parking permits, ID cards, email accounts, and Blackboard access.
* Rearrange classroom assignments in coordination with the registrar to accommodate class enrollments or technological needs.
* Orders desk and examination copies of textbooks.
* Accesses Self Service to obtain student confidential information, schedules, rosters, and other necessary data.
* Organizes events or conferences, including handling guest speaker arrangements, honoraria, room scheduling, announcements, and flyers.
Coordinates catering, room setups, and transportation for functions and events.
* Maintains departmental files, budget reports, and forms, and ensures the security of student and faculty records.
* Supports departmental clubs, honor societies, and event planning, including promoting events via email to students and arranging off-campus celebrations.
* Ensures maintenance of office and lab equipment by initiating service calls.
* Maintains close working relationships with Campus Safety, IT, and Facilities Management, handling key requests, access memos, room reservations, transportation requests, and work orders for repairs or deliveries.
* Prepares work orders, requisitions, duplicating, and audio-visual Duplicates or laminates materials and manages departmental supplies and Purchase Order system.
* Under the supervision of the Executive Assistant to the Provost/Faculty Services Coordinator, assumes responsibilities of other Administrative Assistants during absences.
* Downloads monthly budget reports and updates departmental budget tracking.
* Maintains and monitors all departmental financial records and budget reports.
* Promptly places orders to vendors for office supplies, equipment repairs, and any maintenance, etc; follows up on orders as necessary.
* Works with accounting to ensure prompt payment of verified invoices.
* Requests reimbursement to faculty for expenditures.
Customer Service (20%)
* Provides front-line service to Hood's faculty, staff, students, and external community.
* Answers telephone calls and receives visitors from faculty and students; responds to inquiries with a high level of professionalism and follows up as necessary.
* Cancels classes upon faculty request and contacts students about cancellations when possible.
* Picks up and drops off exams for faculty.
Ongoing Professional Development (5%)
* Participates in both on the job and other training opportunities as approved by the Coordinator of Faculty Services.
Qualifications
We seek a candidate who values diversity, equity and inclusion in all that they do.
Candidates must have strong organizational skills and a proven ability to work collaboratively with partners across campus in support of Hood College's mission as a student-centered, liberal arts institution.
To perform this job successfully, the individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Education and/or Experience
Minimum Requirements/Qualifications
Associate's degree with 2-3 years of office experience preferred, preferably in a higher education environment, or a satisfactory combination of education and/or experience.
The successful applicant must be highly service-oriented; must be able to work and communicate effectively with individuals from all levels of the organization and outside; must be capable of independent work and judgment; must have the ability to exercise strong time management techniques and accomplish responsibilities with enthusiasm and dedication.
Preferred Skills and Characteristics
* Desirable, not required skills for the job (if applicable)
Technology
Proficient in MS Office tools (Microsoft Word, Excel, and PowerPoint), e-mail, and the Internet.
Ability to learn new applications quickly including organization-wide information systems and department-specific software applications.
Language Skills
Strong oral and written communication skills.
Ability to effectively provide information and positively respond to questions from both external and internal customers both in person and by phone.
Ability to write routine reports and correspondence.
Mathematical Skills
Proficient with statistical and financial concepts.
Must have the ability to apply those concepts to tracking, projections, goal setting, and interpreting reports.
Must be able to draw conclusions from reports and make cost-effective decisions regarding programs.
Reasoning Ability
Ability to solve practical problems and deal with several concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to work independently and as a member of a group in developing and executing project plans.
Ability to work in the theoretical arena and apply logic as appropriate.
Compensation
This is a non-exempt position with an annual starting wage range of $36,000 - $40,000 depending on circumstances including an applicant's skills and qualifications, certain degrees and certifications, prior job experience, training, and other relevant factors.
Additional compensation may be provided for overtime.
Hood College has provided a compensation range representing its good faith estimate of what the College may pay for the position at the time of posting.
The College may ultimately pay more or less than the posted compensation range.
Hood College offers excellent benefits, including medical, dental, vision, retirement, paid time off, and tuition benefits.
Learn more about Hood College.
To Apply
We invite qualified candidates to apply online via our electronic application which requires submission of a cover letter, rsum, and three professional references.
If you need assistance with the online application process, please email ****** or call (301) 696-3592.
Hood College is committed to diversity in its faculty and staff and subscribes to a policy of hiring only individuals legally eligible to work in the United States.
EOE/AAP/M/F/Vet/Disability Employer
Hood College does not discriminate based on sex, race, color, national origin, sexual orientation, gender identity or gender expression, marital status, pregnancy, disability, religion, or age in recruitment, admission and access to, or treatment, or employment in its programs, services, benefits, or activities as required by applicable laws including Title IX of the Educational Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973, and complies with the law regarding reasonable accommodation for disabled applicants and students.
Inquiries about discrimination or reasonable accommodation should be referred to the Title IX and Section 504 Coordinator at Alumnae Hall, 401 Rosemont Avenue, Frederick, MD.
21701 (AD 312), (301) 696-3592.
For complete information on Hood College's nondiscrimination policy, please visit http://www.hood.edu/non-discrimination/.