Administrative Assistant -- School of Creative Arts and Humanities

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ENGLISH - Administrative Assistant -- School of Creative Arts and Humanities

Job Classification

Position summary

The Administrative Assistant provides comprehensive administrative and operational support for the School of Creative Arts and Humanities, serving the School Chair, program directors, faculty, and students across the English, History/Political Science, and Visual Arts, Communication & Design (VACD) programs. This position coordinates the day-to-day administrative functions of the school, supports academic operations, assists with student services, manages records and communications, coordinates events and projects, and serves as a key liaison between the school and university offices. The ideal candidate is highly organized, proactive, detail-oriented, technologically proficient, and able to manage multiple priorities in a collaborative academic environment.

Qualifications summary

The ideal candidate is a highly organized, detail-oriented professional with strong administrative, organizational, and communication skills. The successful candidate exercises sound judgment and discretion, manages multiple priorities with initiative, and works effectively in a collaborative academic environment. Proficiency with office technology, the ability to learn university systems, and experience coordinating complex administrative processes are preferred. Prior higher education experience is desirable.

Must be a Seventh-day Adventist in good and regular standing.

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Administrative Operations

• Prepare, proofread, and distribute correspondence, reports, and other documents
• Maintain digital files and records for programs and school
• Manage calendars, schedule meetings, and coordinate appointments
• Maintain awareness of faculty and student administrative needs, prioritize requests with school leadership, and facilitate solutions
• Run errands and provide support services to facilitate function for the chair, faculty, students, or guests as needed (could include printing, duplicating, cleaning, proctoring, supervising, moving, phoning
• Maintain clean organized office
• Perform other administrative duties and special projects in support of the School as assigned

Academic Administration

• Enter bulletin changes
• Initiate academic proposals through Curriculog
• Create and update curriculum outlines
• Assist with course scheduling and classroom assignments
• Change or make classroom reservations when needed
• Support textbook ordering and desk copy requests when needed

Personnel

• Assist with submitting Contract Request Forms
• Process all student worker employment papers
• Orient student workers (rate sheets, time clock, keys, handbook, etc) and facilitate communication between student workers and supervisors
• Monitor and submit payroll for all student workers
• Maintain confidentiality in personnel matters

Finances

• Track expenditures and assist program directors and the School Chair with budget administration
• Monitor and approve invoices for payment
• Process PNC transactions in Emburse
• Purchase approved supplies and equipment
• Coordinate faculty travel arrangements
• Prepare travel documentation and reimbursements

Communications, Recruitment, and Outreach

• Organize and manage recruitment initiatives
• Coordinate prospective student visits
• Assist with admissions communication
• Manage social media
• Assist with alumni engagement
• Support fundraising and advancement initiatives

Events and Meetings

• Assist with coordinating school meetings, assemblies, lectures, guest speakers, exhibitions, performances, recruitment events, and other academic functions
• Assist with event planning, logistics, reservations, and hospitality
• Prepare faculty meeting agendas
• Attend faculty meetings and record minutes

Building management

• Act as liaison to Plant Services and Custodial for resolution of building issues and work orders
• Coordinate building schedule(s) with Campus Safety
• Facilitate the needs of the faculty for their classrooms
• Manage key and electronic access
• Coordinate with ITS work requests

Accreditation and assessment

• Assist with data collection, reporting, and preparation for accreditation visits and ongoing compliance activities
• Maintain assessment records and related documentation

Supervisory responsibilities

The Administrative Assistant at times supervises student workers.

Qualifications

Education: High school diploma or equivalent required; an associate's or bachelor's degree, particularly in English, Communications, History, or a related field, is strongly preferred.

Experience: Minimum of 1-2 years of relevant administrative or clerical experience, ideally in higher education or academic department setting

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Digital communication tools

• Ability to use email systems professionally and manage departmental communications effectively
• Familiarity with platforms such as Zoom or Microsoft Teams for virtual meetings and support

Institutional systems

• Knowledge of academic platforms such as Banner, PeopleSoft, Canvas, or similar systems for course scheduling, records, or student information

Office equipment use

• Use and maintenance of standard office equipment such as printers, copiers, scanners and possibly (on occasion) a fax machine

Office software proficiency

• Competent with Google Workspace or Microsoft 365 tools for document creation, data tracking, email communication, collaboration, and scheduling.

Web and content management

• Basic knowledge of website updating tools or content management systems (CMS)

Interpersonal interactions

• Greet visitors, respond to inquiries, and route communications
• Provide a warm, welcoming atmosphere to the department
• Must be able to ask questions and seek advice when needed
• Must work well with diverse groups of students, faculty, and administrators
• The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required

Communication with faculty and staff

• Collaborates regularly with department faculty and administrative staff to support teaching, research, and departmental operations. Communicates clearly and professionally in person, over email, and by phone.

Interdepartmental coordination

• Works cooperatively with other university departments such as Academic Records, Custodial, Human Resources, and Plant Service to facilitate requests, resolve issues, and maintain smooth operations.

Professionalism and confidentiality

• Maintains a courteous and respectful demeanor in all interactions, exercising discretion and confidentiality in handling sensitive academic and personnel matters.

Student support

• Serves as a welcoming first point of contact for students, responding to inquiries, guiding them to resources, and assisting with scheduling or paperwork as needed.
• Must be able to maintain confidentiality

Physical demands

Lifting and carrying

• Occasionally required to lift or carry office supplies, boxes, or documents weighing up to 20 pounds.

Manual dexterity

• Frequent use of hands and fingers for typing, filing, and handling documents or supplies.

Mobility

• Ability to move within the office and to nearby locations on campus for meetings, errands, or deliveries.

Within the office environment

• Primarily sedentary work performed in a standard office setting. Majority of time spent sitting at a desk using a computer, phone, and other office equipment.

Vision requirements

• Must be able to read printed materials and computer screens for extended periods.

Work environment

Accessibility

• Workspaces are generally accessible, with elevators and ADA-compliant facilities available in most academic buildings.

Office setting

• Generally low noise levels, though occasional foot traffic and conversations may occur in shared or open office areas.
• Work is performed in a quiet, climate-controlled office within an academic building. The environment is typically clean, well-lit, and equipped with standard office furniture and technology.