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Job Details

Requisition Number 17-0046
Post Date 8/4/2017
Title Administrative Assistant for the Doctoral Program in Organizational Leadership
City Frederick
State MD
Description

Under the direction of the Program Director for the Doctoral Program in Organizational Leadership, the part-time Administrative Assistant provides high-level office management and support for the Doctoral Program in Organizational Leadership; communicates effectively with staff, faculty, students and with persons conducting business and making inquiries from outside the College; manages confidential information; works closely with the Program Director and Graduate School to assist with recruitment and enrollment of doctoral cohort each fall, manages the instructional needs of faculty teaching in the doctoral program, establishes processes and procedures to manage multiple cohorts, priorities for varied tasks to be completed within the same time frame. Evenings or weekends may occasionally be required to support the doctoral program, special events or projects.

Requirements

Office Management for Doctoral Program (60%)

Program and Instructor Support

  • Updates Doctoral Program materials and information;
  • Compiles teaching schedules and faculty office hours, providing information to faculty, graduate assistants, student and general public;
  • Provides various reports and maintains appropriate records on doctoral program;
  • Provides information and orientation to full and part-time faculty members on Hood's academic policies and procedures as well as those of the doctoral program and Graduate School. Update and distributes department information each semester. Assists new hires in securing parking permits, Hood ID cards, email accounts, blackboard accounts, and other related materials;
  • Orders desk/examination copies of textbooks, and office supplies through vendors and bookstore;
  • Maintains doctoral program 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;
  • Arranges for the distribution of doctoral program 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 confirms 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 campus constituencies to assist with doctoral program work including work with Registrar's Office, Conference Services, Aramark catering, Library and Instructional Technology.
  • Identifies and incorporates appropriate technology to support program needs.

Event and Program Support

  • Coordinates catering, room set-ups, and any technology requests for events and meetings for the doctoral Program;
  • Assist the Program Director with day-to-day operation of the doctoral program;
  • Assists with special events such as Orientation, program related lectures and sessions.

Customer Service (25%)

  • 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;
  • Supports recruitment events on and off-campus.

Hire/Train/Supervision of Student Workers (10%)

  • Recruit and hire student worker(s) as appropriate. 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 College.

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 be arranged to enable individuals with disabilities to perform essential functions.

Education and/or Experience

Bachelors' degree with 2-3 years office experience preferred, preferably in a higher education environment, or satisfactory combination of education and/or experience. 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. The position may require some weekend work as the Doctoral Program runs courses on Saturdays.

Technology Skills

Excellent knowledge and proficiency in the use of Microsoft Office Suite products, such as Word, Excel, PowerPoint for example; ability to use Internet and email; willingness to learn new software programs as needed by Doctoral Program such as, self-service, blackboard, Chalk and Wire 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. 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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