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Job Details

Requisition Number 17-0072
Post Date 11/7/2017
Title Administrative Assistant for Faculty Services
City Frederick
State MD
Description

Under the general direction of the Faculty Services Coordinator, the Administrative Assistant supervises several student office assistants; provides high-level office management and support for the departments of Education, Religion and Philosophy and Art; communicates effectively with staff, faculty and students and with persons conducting business and making inquiries from outside the College; manages confidential information; establishes priorities for varied tasks to be completed within the same time frame; and accepts other assignments from the Coordinator of Faculty Services. Evenings or weekends may occasionally be required to support special events or projects.

Requirements

Office Management for Academic Departments (60%)

Department and Instructor Support

  • Updates Education, Art and Philosophy and Religious Studies website text.
  • Compiles teaching schedules and faculty office hours, providing information to faculty, graduate assistants, student and general public. Generate, print, and post classroom schedules each semester, Tatem Arts Center, Onica Prall Child Development Lab School, Chapel and Library
  • Provides information and orientation to full and part-time faculty members on Hood’s academic policies and procedures as well as those of the department. Update and distributes department adjunct instructor manual each semester. Assists new hires in securing parking permits, Hood ID cards, email accounts, blackboard accounts, etc.
  • Rearranges classroom assignments in coordination with registrar to accommodate class enrollments or technological needs.
  • Orders desk/examination copies of textbooks, and office supplies through vendors and bookstore.
  • Maintains departmental files as requested; maintains and updates central location of forms.
  • Accesses Self Service to obtain student lists, student confidential information, student schedules, class rosters, etc.
  • Word-processes syllabi, examinations and letters of recommendation, annual reports, grants, dossier content and other classroom, departmental or committee-related materials.
  • Provides support for departmental clubs or groups relevant by department faculty including event support for end of year initiation events.
  • Arranges for the distribution of departmental mail and packages as required.
  • Duplicates materials or makes provisions thereof, including books or manuscript copies.
  • Campus Safety: Prepares key requests for new faculty and graduate assistants; Prepares Access Memos to Campus Safety on behalf of Faculty. Submits all transportation requests and confirm bookings for field trips; Provides updates each semester for the online Campus Directory.
  • Maintains close working relationship with Information Technology staff, submits work orders and audio-visual requests to the Help Desk.
  • Maintains close working relationship with Facilities Management to ensure prompt attention to maintenance problems, submitting work order for repairs, deliveries and other shop work.
  • Under the supervision of the Coordinator of Faculty Services Assumes responsibilities of other Administrative Assistants during periods of absence.

Event Support

  • Coordinates catering, room set-ups, and any technology requests for events and meetings.
  • Assist the Departments of Education, Art, Philosophy and Religious Studies with organized conferences.

Customer Service (20%)

  • Provides front-line service to Hood’s faculty, staff, students and external community.
  • Answers telephone calls and receives visitors from faculty and students; responds to all inquiries with a high level of professionalism; follows up as necessary.
  • Cancels classes; when requested by instructor, contacts students of cancellation.
  • Distributes and collects examinations in the absence of faculty.
  • Pick up and drop off exams for faculty.

Departmental Requirement

Education

  • Assists in the accreditation process (NCATE, etc.) by making travel arrangements, hotel, and food service for participants. Creates nametags and notebooks with current syllabi used in the accreditation process. (Every five years)
  • Supports Faculty recruitment process. Receives and organizes applicant vitae; oversees Ultipro system; sends correspondence; coordinates arrangements for applicant’s visit and reimbursement.
  • Create and Print letters and coordinate for checks to be mailed to intern mentors.
  • Complete paperwork and arranges for financial reimbursement to instructors for items purchased and mileage

Art Department

  • Create, compile and administer (proctor) Master’s Degree comprehensive art exams.
  • Compile, distribute, tabulate and process faculty teaching evaluation for short-term Art courses throughout the academic year.

Philosophy and Religion Studies

  • Collect submissions for Ethics Prize, hold them until the submission date is over, ensuring anonymity in the case of students accidentally including their names, and then email to the committee.

Hire/Train/Supervision of Student Workers (15%)

  • Recruit and hire student workers for designated number of openings. Orient student workers to expectations and confidentiality requirements. Train student workers on specific administrative duties.

Ongoing Professional Development (5%)

  • Participate in both on the job and other training opportunities as approved by the Coordinator of Faculty Services.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations made me arranged to enable individuals with disabilities to perform essential functions.

Education and/or Experience

Bachelor's degree with 2-3 years office experience preferred, preferably in a higher education environment, or satisfactory combination of education and/or experience. Experience with bookkeeping functions essential. The successful applicant must be highly service-oriented; must be able to work and communicate effectively with individuals from all levels of the organization and outside; must be capable of independent work and judgment; must have the ability to exercise strong time management techniques and accomplish responsibilities with enthusiasm and dedication.

Technology Skills

Excellent knowledge and proficiency in the use of Microsoft Office Suite products, such as Word, Excel, etc.; ability to use Internet and email; willingness to learn new software programs as needed by Faculty Services, such as self-service, blackboard and Hoodtranet, etc.

Language Skills

Strong written and oral command of the English language essential. Ability to write routine reports, business correspondence, and procedure manuals in the English language with clearly organized thoughts using proper sentence construction, punctuation and grammar. Ability to effectively present information and respond to questions from groups of faculty, staff, students, alumnae and the general public.

Mathematical Skills

Ability to work with and apply basic mathematical concepts timely and accurately, using a calculator or a spreadsheet application. Ability to use mathematical concepts in developing reports, monitoring expenses, and creating a budget for events.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or scheduled form. Ability to work independently and as a member of a group in developing and executing project plans. Ability to work in theoretical arena and apply logic as appropriate.

To Apply

Qualified candidates are invited to apply on-line via our electronic application which requires submission of a cover letter, resume and three professional references. When saving documents, all document titles related to your application should include your name and the job requisition number. (i.e. c.smith, 17-0072).

The electronic application is found at the end of the job description on the lower right hand side, "Apply On-line". If you need assistance with the on-line application process, please email humanresources@hood.edu or call (301) 696-3592. Hood College is committed to diversity in its faculty and staff and subscribes to a policy of hiring only individuals legally eligible to work in the United States. An Equal Opportunity Employer/M/F/Vet/Disability

Hood College does not discriminate on the basis of sex, race, color, national origin, sexual orientation, gender identity or gender expression, marital status, pregnancy, disability, religion, or age in recruitment, admission and access to, or treatment, or employment in its programs, services, benefits, or activities as required by applicable laws including Title IX of the Educational Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973, and complies with the law regarding reasonable accommodation for disabled applicants and students. Inquiries about discrimination or reasonable accommodation should be referred to the Title IX and Section 504 Coordinator at Alumnae Hall, 401 Rosemont Avenue, Frederick, MD. 21701 (AD 312), (301) 696-3592. For complete information on Hood College’s nondiscrimination policy, please visit http://www.hood.edu/non-discrimination/.

  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.
  • The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
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