Governors State University Social Work department is seeking to hire an Administrative Assistant to be responsible for performing a variety of administrative support duties for the Social Work Department. Duties include but are not limited to performing general office support functions such as answering phones, greeting guests and data entry. The Administrative Assistant will assist in the support of the BSW, MSW and Field divisions of the department, ensuring the efficiency of all office operations, including records organization and management, monitoring and reporting.
40% Office Administration • Organize events on behalf of department including coordinating with outside vendors to ensure services and goods are available. • Inventory and order supplies for the needs of the department. • Maintain and schedule appointments for the Chair. • Exercise agreed on autonomy when executing departmental policies, procedures and practices. • Manages all clerical and secretarial functions in the office. Also maintain all office operations in the Chair’s absence. • Reserves space and organizes the arrangement of meetings or classrooms effectively (reserves food, send invites, collect monies, etc.). • Makes travel arrangements when needed for Chair and faculty. • Oversee collection and processing of time sheets for Faculty, staff and student workers. • Process all requisitions/invoices/DPVs, and supply orders utilizing an office information system. • Organize, maintain and storage of student records, both digital and paper files. • Reconciles budget activities to maintain solvency. • Create and maintain student and faculty records and files. • Provide operational support for BSW/MSW & Field Education Office. • Input course schedule and instructors. 35% Special Assignment/Project Oversight • Monitor and create reports in relation to the Field Education database. • Monitor and track the MSW Admissions processes through SLATE. • Oversee MSW admission database and provide timely reporting on tracking student movement through MSW Admissions. • Actively communicate with prospective students to ensure efficient navigation of the MSW Admissions policy and procedures. • Supervise and monitor full time staff member, extra-help staff, graduate/research assistants and student workers. Overseeing administrative functions which are characterized by decision making discretion. • Monitor and prepare reports Departmental Web Content needs. • Research and gather data for reports and correspondence. • Compose memorandums, correspondence, and requisitions etc. for faculty, staff and students with Chair’s approval. 25% Public Contact/Liaison • Greets and directs referral to address the needs presented by students, visitors, applicant s, faculty and staff. • Act as liaison for department when working with university, departments and outside agencies in trouble shooting when needed, in the processing of requisitions, organizing meetings/events, etc. • Attend various committee meetings providing input and reporting updates back to the department. • Consult with Business Office and Procurement to resolve budgeting and financial issues.
Salary Range: $43,816.50 - $49,491.00.
(This is a non-unionized position. Salary starts at the base and is determined based on Education and Experience exceeding the minimum qualifications).
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