Administrative Assistant for the Academic Affairs Office

Department/Organization: 
Academic Affairs Office
Supervisor: 
Assistant Dean for Academic Programs/Registrar & VP for Academic Affairs/Dean of the Faculty
Job Description: 

This is a full time benefited position. The Administrative Assistant for Academic Affairs reports to the Dean and provides administrative support to the Academic Dean, Assistant Dean for Academic Programs and Registrar, PSR faculty, adjunct faculty, visiting faculty, emeriti faculty, and the Office of Community Life & Spiritual Care as well as reception support to the Academic Affairs/Admissions offices.

Responsibilities include providing administrative support for the Dean which encompasses support for faculty committees, faculty publications (photocopying and mailing); processing correspondence for the Academic Dean, Assistant Dean and Dir. of Community Life and Spiritual Care; overseeing photocopying and scanning; book ordering; Internet research and coordinating special projects for the Dean, Assistant Dean, and Dir. of Community Life & Spiritual Care;

Responsibilities also include providing administrative support for PSR courses such as assistance in online classroom set-up and support through Moodle, textbook orders and course readers, course evaluations, and course flyers.

Responsibilities also incorporate event planning, administration, and implementation for the Dean, Faculty, and Office of Community Life and supervising student workers, as needed.

Essential Duties and Responsibilities

ADMINISTRATIVE SUPPORT AND ASSISTANCE
Dean’s Office
• Communicate accurate and appropriate academic and administrative information to others regarding policies overseen by the Dean, Assistant Dean. Provide or oversee general administrative assistance such as copying, collating, collecting, printing, distributing, mailing, and sending letters and emails on behalf of the Dean, as well as manage the Dean's calendar and schedule appointments as requested
• Send faxes, mass mailings and other high quality correspondence for the Dean that is institutionally required (such as frequent letters of recommendation), but not personal letters, memos and emails.
• Occasionally sign time sheets of employees of other departments overseen by Dean as instructed by Dean, when Dean is unavailable to do so
• Assist with budgetary tracking and organization as requested by the Dean.
• On behalf of the Dean, issue and mail employment agreements/contracts for PSR teaching/research assistants and adjunct faculty, and coordinate employment paperwork with the Human Resources Office.
• Provide administrative assistance in faculty searches and reviews

Faculty
• Provide administrative support for faculty such as overseeing photocopying, collating information of various kinds, printing, distributing, mailing, and sending letters and emails, coordinating processes for gathering and printing of course Readers. This includes posting articles, readings and documents on Student Learning Systems such as Moodle, scanning and e-mailing documents
• Provide administrative support for faculty and Academic staff meetings (preparing faculty meeting packets for 8 meetings per year), faculty search committees, standing committees, and other ad-hoc faculty committees which may be created; Dean’s staff and Student Services meetings; and the Academic Affairs Committee of the Board of Trustees. Duties include production of agendas, taking minutes, gathering of resource materials and distribution of same along with minutes and meeting notices. Oversee logistical arrangements for these committees and meetings.
• Provide administrative support to adjunct, visiting and emeriti faculty, including orientation, assigning office space, and relaying email or messages to adjunct and emeriti faculty if needed. This may include overseeing photocopying, flyer creation, mail, emails, etc., for adjuncts, visiting and emeriti faculty. Send faxes, mass mailings and other high quality correspondence for faculty that is institutionally required
• Provide/manage support for courses for core faculty, adjunct, visiting faculty, and emeriti faculty including contacting vendors for reader copies of course required/recommended texts, copying syllabi, and posting readers on Moodle according to established protocols; helping put together PowerPoint presentations; setting up grading spreadsheets in Excel for faculty, if needed.
• Facilitate textbook orders for faculty and adjunct faculty for PSR classes.
• Provide, update, and distribute all orientation materials for adjuncts and teaching/research assistants which may include communication with other departments in order to obtain office assignments, parking permits, keys, library cards, and other “orientation” and hospitality needs. Also provide support for teaching assistants including communication and other course related support.
• Notify students if a class is cancelled. Also notify students and others if scheduled appointments with faculty are cancelled.
• Hire, train, coordinate and supervise part-time student personnel as needed, including those providing faculty administrative support.

Office of Community Life (OCL)
• Provide administrative support to the Director of Community Life and Spiritual Care (hereafter “Director”) including but not limited to word processing, answering phone, e mail and in personinquiries, copying, faxing, taking minutes and maintain the Director’s, OCL and Community Association of PSR (CAPSR) calendar.
• Assist the Director in managing and tracking the OCL budget, which includes assisting the Director in administering the emergency loan process for students and processing other invoices, and contracts.
• Assist in implementing the PSR Orientation and Commencement specifically by generating contracts, invoices, etc. for beginning and end of school year events.
• Hire, train, coordinate and supervise part-time student personnel as needed, and coordinate employment paperwork with Human Resources Office.

RECEPTION AND OFFICE COORDINATION
• Shares reception functions for Academic Affairs/Admissions Offices.
• Oversee the general day-to-day operation of the office following departmental Confidentiality Agreement and Office and Dean’s Suite Procedures
• Order office supplies, furniture and equipment as needed for the Dean’s office, Faculty and Office of Community Life.
• Open and sort mail if requested, and forward regular mail if requested, particularly for faculty on sabbatical

DATA AND RECORD ORGANIZATION AND MAINTENANCE
• Maintain the Dean’s files and archive materials in keeping with established record retention procedures.
• Assist Dean in calculating faculty FTE, in research for and production of reports for WASC, GTU allocations, or other inquiries and reports for Dean’s Office, as needed.
• Collect and maintain syllabi for all PSR courses
• Administer, collect, and maintain course evaluations (including online course evaluations) each term
• Administer the process for tracking and keeping record of adjunct faculty, adjunct courses and teaching /research assistants according to Dean’s requests and policies
• Manage and update faculty, adjunct faculty, and emeriti faculty contact information in Datatel, website and other databases as needed
• Maintain and update faculty, adjunct faculty, and emeriti faculty related pages on the PSR website
• Collect, chart and maintain student profiles for the Office of Community Life
• Maintain the Office of Community Life confidential files in keeping with established record retention procedures.
• Update contact information in Student Management System
• Administer Student Health Insurance enrollment and billing each semester
• Update annually the PSR Academic & Administrative Calendar

EVENT COORDINATION AND HOSPITALITY
• Welcome and facilitate transition of new faculty and Dean’s staff, and coordinate campus hospitality for visiting faculty
• Arrange faculty activities and events which may encompass event planning and catering as needed. Such events include faculty and Dean’s staff farewells and welcome celebrations, book forums, faculty collegials, faculty dinners, the annual faculty retreat, and occasional special events
• Arrange student activities and events which may encompass event planning and catering for the Dean’s Office and in collaboration with the Office of Community Life. Such events include Dean’s and OCL Open House, and some CAPSR-sponsored celebrations throughout the year

OTHER
• Assist in providing Entry Codes to Mudd Bldg., Computer Lounge and Student Lounge to qualified students.
• Assist the Dean and Director in other special projects, as necessary and as assigned.

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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Prerequisite Qualifications
• A B.A./B.S. degree (A.A. possible) and two years of executive administrative experience
• Proven ability to handle confidential material accurately and with sensitivity
• Demonstrated organizational (including paper and e-file maintenance) and project
management skills
• Demonstrated reception & customer service skills, with strong interpersonal and verbal
• communication skills
• Ability to manage multiple projects and priorities with efficiency and careful
attention to detail
• Ability to work with frequent interruption and side conversations
• Proficiency with personal computers, preferably PC Windows based environment, and
the following applications & tools:
 Intermediate to advanced level proficiency with Microsoft Excel, Word, Outlook, PowerPoint, and Adobe Acrobat
 Adaptable and quick to learn new software and technology
• Experienced and comfortable researching the Internet and using technological tools
• Comfortable asking questions or asking for help when needed, or when unsure
• Adept at working flexibly and being part of a collegial team environment
• Ability to work in a multi-cultural and diverse environment
• A commitment to dismantling racism and competent at cross-cultural relations
• Ability to lift 25 pounds
• Regular attendance required to manage day to day operations of Academic Dean’s Office.
• Some travel with a car required in supporting events and activities
• Work schedule is generally M-TH 8:30-5:00 and F 8:30-5:00 but some of the regular work week may be done with compensatory time in the case of event support done outside of these hours.

Desirable Qualifications
• Familiarity with higher education and religious environments
• Graphic design experience creating flyers
• Knowledge of, scanning software, and Datatel/Banner/Ellucian database systems
• Familiarity with web production content management systems and basic HTML

Details: 

Salary commensurate with experience. Benefits includes family medical, dental and vision insurance, employer contribution to 403(b) retirement account, paid sick and vacation leave, flexible spending and commuter plans, free parking, an extraordinary & committed team of colleagues, and beautiful park-like campus in the San Francisco Bay Area.

Apply to: 

Application Process: Interested candidates should send resume and letter of application addressing specifically the qualifications of this position to: hire[at]psr[dot]edu Please put “Academic Office Admin Asst” in the subject line.

Due to the confidential student and faculty information the incumbent has access to, this is not a job for a current student from a GTU Consortial member school.

We will continue to accept applications until the position is filled.

Other comments: 
PSR is an Equal Opportunity Employer