The Weinberg College of Arts and Sciences’ Dean’s Office seeks a detail-oriented administrator to support the recruitment and administration of non-continuing faculty as well as the onboarding of all faculty. The Program Assistant is responsible for all short-term faculty appointments in The College and courtesy appointments for The Family Institute. The Program Assistant is an integral member of the Faculty Affairs team and provides critical support to College leadership, including the Dean, Associate Deans, and Department Chairs.
Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events. Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.
Specific Responsibilities:
Documents & Databases
Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
Assists Director with faculty commitment tracking and update resources annually.
Assists Associate Director with annual departmental course planning.
Website
Oversees creation, design & maintenance of website &/or blog content ensuring ease & practicality of use for targeted audience & objective.
Organizes information in ways that promotes & encourages use of site.
Update new faculty website annually.
Update faculty committee information annually.
Gathers information regarding programs, events, etc.
Creates, writes, edits, posts monitors content of Faculty Affairs information on website.
Accounting
Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
Assists in balancing accounts at close of fiscal year.
Assists in preparation of annual budget.
Administer budgets &/or accounting balances for multiple awards.
Human Resources
Coordinates administration of all HR actions from hiring to termination.
Supports staff &/or academic searches.
Assists with faculty recruitment, appointment & credentialing processes including placing ads, candidate communication & visit.
Manage the system for short-term appointments, recommending enhancements to IT and soliciting improvement ideas from users.
Create, edit, proofread, send and ensure return of complex faculty offer letters, ensuring commitments are clearly explained.
Recommend and implement process improvements to support the recruitment and retention of world-class faculty.
Coordinate offboarding, retirement and departures of faculty, including emeriti.
Coordinate chair and program director process reviews.
Recommends & implements changes to administration of HR policy & procedures for unit/dept.
Coordination
Manages supervisor's &/or dept calendar.
Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
Sets-up & cancels meetings based on knowledge of subject & attendees.
Assists with coordination of large scale &/or complex events.
Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
Contacts
Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.
Miscellaneous
Performs other duties as assigned.
Minimum Qualifications:
A high school diploma or its equivalent along with 5 years of administrative support experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
Excellent attention to detail
Strong communication skills including excellent writing skills
Ability to independently set, track, and meet deadlines
Preferred Qualifications:
Bachelor’s degree
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