Administrative Assistant

Position

Administrative Assistant

Division:

Division of Education, Psychology, & Social Work

Department:

Division of Education, Psychology, & Social Work

Reports to:

Dean of the Division of Education, Psychology, & Social Work

Position Summary

The Administrative Assistant for the Division of Education, Psychology, and Social Work provides administrative support for three academic departments: education, psychology, and social work. The position reports to the Dean of Education, Psychology, and Social Work. The successful candidate will exhibit professionalism, diplomacy, adaptability, strict confidentiality, and an awareness regarding the principles of equality, respect, and individual and collective responsibility. Work in a college setting is cyclical, meaning that there are different duties depending on the month and year. Therefore, the successful candidate must be highly organized and detail-oriented. The candidate must be in attendance daily during working hours. There are six areas of key responsibility as listed below.

Essential Duties & Responsibilities

The results you will deliver each day that matter most!

Clerical duties

• Serve as receptionist for the departments of Education, Psychology, and Social Work.

• Perform general clerical duties such as handling incoming mail, shredding documents, processing bulk mailings, and composing and typing routine correspondence.

• Oversee copier supplies and maintenance.

• Maintain calendar schedule for the Division Dean.

Student Recruitment & Registration

• Assist with student pre-registration and registration of new students.

• Maintain departmental website pages and update online calendar with departmental events.

• Assist with recruitment of prospective students via outreach actions and participate in Visitation and Orientation events as requested.

Data Collection and Reporting

• Maintain and share student records, including current academic statistics of majors.

• Collect information and prepare reports for departmental needs, annual assessment reports, faculty evaluation, accreditation, agendas/meeting minutes, and chair reports.

Classroom Assistance

• Assist professors and adjuncts as needed with proctoring classes and tests, formatting print and online tests, setting up assignments in Blackboard, and entering grades.

• Make room reservations and request maintenance, audio/visual, and IT assistance as needed.

Travel and Budget Management

• Track departmental spending and budgets; request checks, travel reimbursements, purchase orders; and place orders for promotional materials, supplies, and printing.

• Assist as needed with faculty and student travel arrangements including hotel and airfare, conference registration, and membership renewals. Assist Division of Education, Psychology, and Social Work faculty and students with car/van reservations and driver approval forms.

• Create requisitions for Departmental and Division spending.

Event Planning

• Assist with event planning (work orders, catering, purchasing, registration, printing, etc.) for events, including Education events, Psychology events, Social Work field events, departmental meetings, department clubs, and honor society inductions.

• Create posters and flyers for academic programs, courses, and events.

• Assist executive administration as needed with Special Events, including Graduation, School of Education Convocation, Career Fair, and Homecoming.

Knowledge, Skills, and Abilities:

• Strong interpersonal, organizational, and time management skills.

• Ability to communicate effectively through both written and oral channels.

• Excellent grammatical and proofreading skills.

• Comprehensive computer skills, with the ability to learn and utilize new and emerging technology.

• Knowledge of Microsoft Word, Outlook, Excel, PowerPoint, standard methods of digital communication, and social media platforms.

• Demonstrate tact, a positive attitude, courtesy, and discretion in dealing with faculty, staff, students, and the public.

• Work independently as well as function effectively in a team and within a diverse group of people.

• Exercise good judgment in complex, new, and/or stressful situations.

• Manage multiple, concurrent projects, and meet set deadlines.

• Adaptability, flexibility, and a willingness to work in a changing environment.

• Ability to work occasional evening or weekend hours and/or occasional travel, including overnight stays (if applicable) for training or accompanying student trips.

• This position demands accuracy, honesty, integrity, and the ability to work within the Christian mission of Livingstone College.

• Always maintain a professional appearance and demeanor.

• Daily attendance is necessary during working hours.

• Uphold and abide by Livingstone College policies and procedures, including but not limited to Title IX, and Information Security, including but not limited to; HIPAA, FERPA, and other state and federal mandates.

• Other job-related duties, activities, and responsibilities may change or be assigned at any time, with or without notice.

Education/ Experience

What you will need to be successful!

• Associate degree or equivalent from a two-year college or technical school; and two years related experience and/or training; or equivalent combination of education and experience in lieu of stated degree.

• Experience in an administrative support role in a professional setting desired.

• Experience working in a higher education or non-profit environment, and familiarity with associated programs such as Blackboard & Adobe Acrobat.

Life at Livingstone College

Why we believe you will love working at Livingstone College!!

Livingstone College is a private historically black college that is secured by a strong commitment to quality instruction, academic excellence, and student success. Through a Christian-based environment suitable for holistic learning, Livingstone provides excellent business, liberal arts, STEAM, teacher education, and workforce development programs for students from all ethnic backgrounds designed to promote lifelong learning and to develop student potential for leadership and service to a global community.

About Livingstone College: http://Livingstone.edu

Livingstone College is an equal opportunity employer that employs qualified individuals based upon job related qualifications regardless of race, religion, ancestry, gender, sexual orientation, national origin, age, disability, marital status, domestic partner status, medical condition, political affiliation or any other classification proscribed under applicable federal, state or local law. Livingstone College complies with all laws regarding reasonable accommodation for disabled candidates and employees. Applicants requiring reasonable accommodation in order to participate in the interview process are requested to contact Human Resources in order to arrange such accommodation. We offer competitive compensation and an attractive benefits package. No recruiters or agencies without a previously signed contract.