Faculty Administrative Assistant

Office: Faculty Services

Reports to: Manager of Faculty Services

Work Period: 11-month

Hours: Full-time

Overtime: Non- Exempt

Job Grade: 7

General Summary:

Provides administrative support to Agnes Scott College faculty, and the Office of Faculty Services within the guidelines of federal and state laws, local ordinances, and Agnes Scott College and departmental policies and procedures. Reports to Manager of Faculty Services and works with faculty, faculty committees, academic department chairs, staff, college officers, other college personnel, and students to support the day-to-day operations of Faculty Services.

Agnes Scott College is committed to creating an equitable working and learning environments for all members of the campus community. The Office of Faculty Services strongly believes in this mission. We actively strive to build and maintain an environment where each person feels valued and supported and can bring their full self to work.

Essential Job Functions:

• Provides administrative support to faculty and department chairs, including correspondence, scheduling, supply ordering, mail sorting, maintaining various databases and/or spreadsheets, document scanning, and other administrative duties as required. Assists manager of faculty services and other faculty services team members. Supports faculty committees. Creates requisitions and reimbursements as needed including reconciliation of assigned P-card.

• Serves as a knowledgeable and accessible resource for faculty, providing comprehensive information about departmental policies and facilitating effective communication within the college community.

• Student Worker Supervision: Supervises Faculty Services work-study student(s).

• Manages the full-time faculty search processes in collaboration with departmental search committees. Supervises advertisement placement, manages candidate communications, coordinates candidate visits, and administers reimbursement procedures.

• Serves as a resource to faculty regarding administrative processes. Maintains the Faculty Services internal portal site, ensuring it remains a valuable and up-to-date resource for faculty members, enhancing their access to important information and resources.

• Serves as a dedicated liaison to faculty members, providing first-line technical problem-solving, submitting IT and facilities service requests when needed, tech support, and assuring that necessary updates to the college's website are completed.

• Collaborates with the Office of Academic Advising to assist with the self-scheduled exam processes.

• Attends mandatory training to ensure the safety, security, and effective operation should an emergency arise. Maintains vigilant oversight of Buttrick and Presser, promptly creating work orders for equipment and building repairs as necessary, ensuring a well-functioning environment.

• Schedules routine maintenance and tunings for music department organs and pianos, to ensure optimal condition. Initiates equipment orders, handles invoices, and diligently tracks inventory.

• Addresses classroom absences, oversee test proctoring, and facilitate test make-up sessions in instances where the assigned faculty member encounters an emergency and is unable to fulfill their responsibilities.

• Disseminates information about departmental events to the campus community, the public, and media outlets. Designs engaging electronic and print communications in line with ASC brand guidelines for departmental and college events, including the use of social media when appropriate.

• Coordinates documentation required for copyright agreements with ASCAP, BMI, and SESAC for all departmental performances, maintaining a comprehensive archive of copyright records for the department.

• Schedules rehearsal and class spaces for artist affiliates in collaboration with the Registrar, while effectively coordinating and communicating with the Special Events office regarding campus events in Presser Hall, Dana, and other venues. Creates promotional material and maintains a precise calendar of performance-related tunings.

REQUIREMENTS

Education: Bachelor's Degree required or equivalent work experience and training.

Experience: Minimum of 3 years recent administrative experience with other employers (preferably in an academic setting).

Knowledge/Skills/Abilities:

• Proficiency with Google drives, including Google docs, sheets, and forms

• Ability to communicate effectively with others

• Excellent proofreading skills and attention to detail

• Excellent interpersonal skills and ability to interact in a positive, helpful manner with supervisors, co-workers and others to foster good teamwork and to interact gracefully with a wide variety of personalities and constituencies.

• Experience with document design, print-merge techniques and methods, spreadsheet, database, desktop publishing software; and Web page design skills.

• Highly organized with strong ability to multitask.

• Ability to work independently, prioritize tasks appropriately and to work well under pressure.

• Strong personal commitment to excellence in customer service.

• Willingness to maintain confidentiality and abide by the Agnes Scott Honor Code.

PHYSICAL DEMANDS

Intermittent sitting, standing, stooping, crouching, walking, and occasional moving of light objects. Work is performed in an office.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

APPLICATION PROCESS

Please apply online. Position is posted until filled. Due to the overwhelming response to the college's staff openings we are unable to respond personally to individual telephone inquiries. No faxed submissions please.

EEO

Agnes Scott College does not discriminate on the basis of, race, color, national origin, religion, sex, sexual orientation, age, veteran status, disability or genetic information, gender identity and gender expression or any other characteristic protected by law in its employment. Agnes Scott College has a strong commitment to diversity and urges members of underrepresented groups to apply.

Health & Safety Measures

All persons hired by Agnes Scott College must submit proof of COVID-19 vaccination prior to starting employment unless they have been granted an exemption based upon a medical or religious reason.