Administrative Assistant (Dean's Office)

Position Summary
The Hussman School of Journalism and Media invites applications for the temporary full-time position of Administrative Assistant. The incumbent will provide comprehensive professional support for the deans office serve as the first point of contact for facilities-related requests and perform a range of other administrative duties as assigned. The Administrative Assistant will also work closely with the deans executive assistant to support the dean and the school serving as a backup as needed. This position is 100% on site and physically located in the office of the Dean. Front Desk Support The position performs an extensive range of highly visible activities such as communication with various school university and external constituents at multiple levels. The Administrative Assistant serves as the entry point for students staff faculty and a variety of callers and visitors. This position staffs the front desk and acts as an office manager: answers phones promptly and courteously; maintains cleanliness of the deans suite reception area and conference room; orders supplies for the office; maintains office equipment; and maintains documentation and filing systems. Facilities and Parking The Administrative Assistant manages the schools lost and found; serves as the liaison to the universitys facilities team regarding facilities housekeeping and other building matters; submits and follows up on service requests; and serves as an approver for ad-hoc room reservations. The Administrative Assistant also works closely with the universitys parking and transportation team to assign modify or cancel employee parking passes. Additionally the incumbent is expected to maintain track issue and collect visitor and service parking passes for the school. Support for Faculty Administration The Administrative Assistant performs a range of support tasks related to faculty administration. This includes coordinating the annual faculty workload plans and productivity reports; tracking the progress of appointment reappointment promotion and tenure actions; serving as a recruitment coordinator for faculty searches; and assisting with new faculty onboarding. The Administrative Assistant may also be asked to maintain the faculty affairs section of the schools intranet. Administrative Support for Associate Deans The incumbent assists the senior leadership team within the deans office including document preparation calendar support and assistance with scheduling appointments meetings and travel. The Administrative Assistant may be asked to track reconcile and submit expenses related to travel and vendor invoicing on behalf of the associate deans. Other duties may include managing purchasing card receipts and drafting correspondence for the senior leadership team as needed. The Administrative Assistant must facilitate the completion of work at a rapid pace on time-sensitive matters with routine interruptions. All of the above must be done with minimal errors and utmost professionalism in an office whose priorities must adapt to evolving needs and demands from within the school and with strategic partners.

Required Qualifications Competencies And Experience
The successful candidate will bring the following knowledge skills and abilities to the position: Demonstrated organizational and time management skills including the ability to work independently multitask manage competing obligations and prioritize responsibilities and deadlines while remaining attentive to detail. Excellent verbal and written communication skills: a precise command of grammar punctuation and spelling with the ability to compose error-free professional correspondence. Ability to exercise discretion and uphold the confidentiality of sensitive information. Working knowledge of MS Word Outlook (including calendaring functions) Excel and PowerPoint.

Preferred Qualifications Competencies And Experience
Demonstrated ability to take initiative and display a can do attitude. Resourcefulness with demonstrated ability to evaluate information across a broad range of issues. Ability to think critically problem solve and proactively identify opportunities for growth and improvement. Demonstrated ability to be adaptable patient and respectful of others with the ability to support multiple roles and personalities. Ability to handle as well as skillfully resolve conflict.

Work Schedule
Monday Friday 8:00 AM 5:00 PM. This position is designated as 100% on site.