Senior Administrative Assistant

Position Details

Summary

Operating Title Senior Administrative Assistant Long Classification Title Senior Administrative Assistant Campus Location Durham Department UNH COLA Dean's Office Liberal Arts Summary of Position

Under the general direction of the Dean, Associate Dean, and Executive Assistant to the Dean, provide administrative support to the Dean's Office for a wide variety of areas in a professional, accurate, timely and efficient manner, including but not limited to: maintaining the calendars of the Dean and Associate Dean; assist with conveying policy and procedural matters; gather, compile, and disseminate information, often of a sensitive nature; draft and prepare correspondence; take actions to ensure prompt resolution of problems as they arise; participate in special projects; prioritize tasks and work independently with a high degree of discretion and confidentiality.

Acceptable minimum level of education Bachelor's Acceptable minimum years of experience 5-7 years Additional Job Information Posting Number PS4484FY24 Other minimum qualifications

• Seven years of office support experience of increasing responsibility including three years of supervision, or Bachelor's degree and three years, or combination of experience, specialized training and higher education equal to seven years.

• Comprehensive knowledge of office procedures and practices.

• Ability to establish and maintain effective working relationships with faculty, staff, students and the general public.

• Ability to work effectively and efficiently, both independently and as a team player, in a fast-paced professional environment.

• Keyboarding and comprehensive computer skills, such as word processing, e-mail, internet, spreadsheets, database management.

• Excellent written and oral communication skills.

• Organizational and analytical skills.

• Knowledge of basic bookkeeping and accounting methods

Additional Preferred Qualifications

Administrative skills, knowledge of UNH, familiarity with faculty roles and academic culture,

Salary Information

Salary is complemented by a comprehensive benefits package which includes medical, dental, retirement, tuition, and paid time off.

Quicklink for Posting https://jobs.usnh.edu/postings/60066 Percent Time Information (FTE) 1.00 Grade 12 EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access/Affirmative Action employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.

Institution Information

The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire's lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry.

The UNH Diversity Resource Guide with information and programming available in the seacoast area, New Hampshire, and the region can be found here: https://www.unh.edu/hr/diversity-resource-guide

Posting Details

Posting Date 03/29/2024 Open Until Filled Yes Closing Date Posting Open to Internal Candidates Only? No Interested Internal Candidates Exist? No Job Category Hourly Staff (Non-Exempt) Appointment Type Regular If TERM position provide projected end date Equipment/Instruments Drivers License and Physical Requirements. Please check all items that apply. None applicable

Duties / Responsibilities

Job Duties

Duty/Responsibility

Maintain schedules of the College of Liberal Arts Dean and Associate Dean using MS Office Outlook. Efficiently pace and structure the daily/weekly/monthly calendars of Dean/Associate Dean/Dean's Office.

Anticipate and schedule recurring weekly, monthly and annual meetings for the COLA Dean's Office, which involves coordination with internal and external organizations.

Duty/Responsibility

Gather materials (data, reports, etc.) in expedient fashion for projects being administered by the Dean and Associate Dean. This includes confidential materials such as Promotion and Tenure cases and new faculty appointments (adjunct, clinical, research, lecturer and tenure-track). Serve as lead resource for Chairs and faculty on the teaching evaluation system; effectively answer queries related to locating current and prior evaluations. Provide teaching evaluation reports to Dean and Associate Dean twice per year and upon request. Utilize discretion and maintain confidentiality at all times when assembling sensitive information.

Duty/Responsibility

Fully partner with the Dean's Office administrative staff to answer and route calls, greet visitors, respond to meeting requests, and coordinate daily and weekly Dean's Office activities. Know the academic cycle and duties of the Dean's Office/College calendar and anticipate needs of the Dean, Associate Dean, and Dean's Office staff. Serve as knowledgeable resource to the college and campus regarding COLA policies and procedures.

Duty/Responsibility

Lead the daily operation of the faculty file system including all scanning and indexing of materials and maintaining accurate records. Management of COLA department file system and all COLA records.

Duty/Responsibility

Manage the coordination, RSVP, setup and catering arrangements for various functions hosted by Liberal Arts Dean's Office. Anticipate the annual lectures and events and prepare and facilitate written (letters/emails) and in-person correspondence and reminders to Dean's Office staff, COLA constituents, and University constituents.

Duty/Responsibility

Other Dean's Office Assistance:

• Meet daily or as needed with Dean, Associate Dean and/or Assistant to the Dean to discuss areas of concern affecting the College or recommend changes to enhance and/or streamline existing operations.

• Prepare and facilitate written (letters, emails) and in-person communications on various matters from Dean's Office to college chairs, coordinators, directors, faculty, staff and students.

• Submit documents with approvals, required supporting information, and accounting information; understand which accounts to use for different expenditures; report issues to Finance in a timely manner for correction; understand what type of transaction to use for different expenses (i.e., employee vs. independent contractor); serve as PCard coordinator (request applications for Dean's Office) or help faculty/staff with whom to contact to receive PCard application.

• Assist the Deans with processing and tracking documentation, maintaining spreadsheets and files for their areas of responsibility, to include: Promotion and Tenure cases; Affiliate, Lecturer, Clinical and Research faculty appointments; Faculty leaves of absence, College Scholarship documentation.

• Assist the Dean's Office Staff in the preparation for the first-year student spring open houses and transfer orientation.

Duty/Responsibility

General Office Duties:

• Oversee and assist with the maintenance of faculty, department and to some extent student files.

• Receptionist duties such as; answering phones, taking messages and greeting visitors.

• Computer keyboarding including utilizing a variety of software programs currently employed in the Dean's Office: Outlook, Excel, Word, Power Point, Sharepoint, Filemaker Pro, Adobe, Banner, Web Intelligence, Box, Canvas, Xtender, Blackboard (Webcat, Directed Communications).

• Attend professional development programs (e.g., training, info sessions, classes).

• As assigned, perform other duties/projects related to areas of responsibility.

Supplemental Questions