Social Science and Humanities Administrative Assistant

GENERAL SUMMARY:  Under the direct supervision of the Chair of the Department of Social Sciences, the Administrative Assistant will provide a high-level of administrative assistance in support of the Department of Social Sciences and Humanities.  As necessary, the Social Sciences Chair may request supervisory assistance from the Humanities Chair or the Office of Academic Affairs.

Paine College is a private institution steeped in the tenets of Methodism that provides a liberal arts education of the highest quality.  The College emphasizes academic excellence, ethical and spiritual values, social responsibility, and personal development to prepare spiritually-centered men and women for positions of leadership and service.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

1. Perform general office duties to include answering the telephone; routing telephone calls/messages to appropriate persons; preparing correspondence and memos; maintaining up-to-date files; keeping files current; and opening, sorting, and distributing incoming mail and correspondence to respective chairs and faculty.

2. Prepare/submit online requisitions for goods and/or services to the Enterprise Resource Planning (ERP) system (i.e., Jenzabar).

3. Prepare reports as needed.

4. Prepare/maintain databases as needed.

5. Maintain accurate budgetary records.

6. Greet and serve all visitors, students, faculty, staff, and administrators.

7. Coordinate oversight for maintaining the equipment in the respective departmental offices and ensure that supplies are ordered as needed through the Office of Academic Affairs.

8. Monitor and assist with the maintenance of the departmental websites.

9. Set up and coordinate departmental meetings and conferences.

10. Attend meetings as requested and serve as recorder.  Compile, transcribe, and distribute minutes of meetings.

11. Assist faculty members in making arrangements and preparing documents necessary for travel to/from professional meetings, workshops, or conferences (e.g., obtain flight information (times, costs, etc.), request for authorization of travel form, expense report form, etc.)

12. Keep the Department Chairs and the Office of Academic Affairs apprised of matters, persons, events, and occurrences that may positively or objectively affect the departments.

13. Supervise college work-study personnel.

14. Other duties as assigned by a Department Chair.

15. Perform other duties as assigned by the Executive Assistant to the Provost and/or the Provost and Vice President of Academic Affairs.

QUALIFICATIONS:

The successful candidate will have:

1. Associates Degree (Bachelor’s preferred) in Secretarial Science or related field.

2. A minimum of five (5) years office experience preferred.

3. Proficient in computer skills, self-motivated, able to set priorities and multi-task.

4. Strong written and oral communication skills as well as strong interpersonal skills.

5. Knowledge of principles and practices of organization, planning, records management and general administration.

EVALUATION:  Performance of this job will be evaluated in accordance with the Professional Development Plan (PDP) and/or the College’s evaluation instrument for staff.

PHYSICAL REQUIREMENTS (The sum of all requirements should equal 100%). 
Lifting:   —- 5%
Standing: —- 20%
Sitting: —- 60%
Walking: —- 10%
Running: —- 5%

OTHER:  Experience working with a diverse population with varying language skills and experiences.  The ability to maintain confidentiality (FERPA, etc.), and the ability to provide front office administrative support including in person, electronic, and telephone inquiries.