Administrative Assistant (Academics)

Position Title Administrative Assistant (Academics) Position Approval Date 01/29/2024 Is this position budgeted? Yes Is this position an essential position? No About Susquehanna

Susquehanna University is the future-ready institution for today, invested in cultivating intellectual grounding, active learning and global citizenship for all students. Renowned as one of the finest U.S. national liberal arts colleges, Susquehanna inspires and challenges 2,200 enterprising, bright-minded students studying the arts, business, humanities and sciences. Our students seize opportunities through exceptional worldwide internships, expert-guided research and an acclaimed study-abroad program, leading to a transformative education that empowers each graduate to realize their unique potential and lead a successful and meaningful life.

The Susquehanna River Valley with its fresh air and overall pleasant year-round climate, provides four distinct seasons amidst a backdrop of vibrant autumn foliage, occasional winter snowfalls, flower-filled springs and warm summer evenings illuminated by fireflies. Nearby outdoor recreational areas for hiking, kayaking, fishing and skiing - and the bustling cultural and commerce hubs of New York City, Washington D.C., Baltimore and Philadelphia within a three-hour drive - present abundant opportunities for learning and discovery.

Position Summary

Job Summary

To provide administrative support for the faculty members, program directors, special programs and department heads of the Art and Music Departments and Languages, Literatures and Cultures Department.

Specific Responsibilities

• Provide administrative support for faculty, program, and departments' day-to-day needs. This includes scheduling meetings, handling correspondence and typing needs, ordering supplies, copier troubleshooting, maintaining an efficient filing system, mailings (including mail merges), bulletin boards, planning special events, printing jobs, processing purchase card statements, tracking budgets and initiating purchase orders, and creating and updating Microsoft Team and SharePoint sites.

• Provide administrative support for faculty advising/teaching, including typing and/or compiling course materials, collecting course syllabi, arranging transportation for field trips, providing Canvas support, ordering desk/review copies of textbooks.

• Provide administrative support for faculty job searches.

• Provide confidential assistance to department chairs regarding tenure and third-year reviews of faculty.

• Hire, train, schedule, and supervise work study students.

• Order, return and process payments for faculty regalia rental.

• Requires the ability to multi-task and manage multiple priorities.

• Requires working with many constituents, including students and parents.

• Serve as back-up to the Academic Assistant team and serve as back-up to the Music Admissions Coordinator.

In support of special programs for the Art & Design, Music, and Languages, Literatures and Cultures departments, the academic assistant:

• Schedules rooms in the Cunningham Center for Music and Art (CCMA) for classes, instrumental, recitals, meetings, rehearsals, piano tuning, and festivals.

• Schedules faculty and guest artist events and builds a department calendar. Maintains listings online through Presence.

• Supports the Modern Language Fellows by collaborating with department head, organizing orientation schedule, overseeing Social Security card process, preparing housing arrangements, collaborating with Student Financial Services, Registrar, and Human Resources; ensuring their overall transition goes smoothly.

• Compiles and summarizes departmental evaluations.

• Lifts petitions for lesson registration.

• Maintains records of and distributes keys for lockers, rooms, and storage areas in CCMA.

• Assists with Music Department summer programs.

• Supports Music Preparatory program as needed.

• Sends letters of acceptance to students accepted into the Art + Design Department.

• In support of the Music Education Coordinator, processes payments for cooperating teachers and practicum teachers.

• Designs and produces programs and posters for recitals, exhibits and other departmental events.

Required Qualifications

Education

High school diploma or equivalent.

Experience

Three years of relevant office experience. Experience using Microsoft Office software and desktop publishing experience preferred.

Knowledge, Skills, Abilities

Knowledge of Microsoft Office Suite; Knowledge of and/or ability to learn web-based applications including Canvas, Adobe acrobat and Adobe Creative Suits, EAB Navigate, SharePoint, OneDrive, Colleague, MyNest. Demonstrated ability to stay organized while managing multiple priorities. Ability to frequently interact with students, parents, faculty, and staff in a professional and service-oriented manner.

Physical Demand

Position requires the ability to stand or sit for extended periods of time, ability to talk and to hear instruction, occasional manual dexterity, and the ability to use fingers, hands, and arms to feel, handle, and reach. Position requires occasional stooping, crouching, and bending, and the ability to occasionally lift 10 pounds. Working conditions are indoors.

Preferred Qualifications Special Instructions to the Applicant

Review of applications will begin immediately and continue until the position is filled. Internal applicants are encouraged to apply.

Benefits Eligible Yes Number of Months 12 months Additional Work Schedule Details? Hours per week during the academic year (39 wks) 40 Hours per week during the summer (13 wks) 40 Status Full-Time Benefits Eligible Posting Date 01/29/2024 Closing Date Full-Time/Part-Time Full Time Open Until Filled Yes Anticipated Start Date Posting Number AH01123