Senior Administrative Assistant Division of Social & Behavioral Sciences

JOB SUMMARY

Reporting to the Chair of the Division of Social and Behavioral Sciences, the Senior

Administrative Assistant provides administrative management and coordination for the office.

This individual is responsible for performing a variety of high-level administrative duties and

managing daily operations for the Chair. This position frequently handles sensitive and/or highly

confidential materials. The ideal candidate is someone who has a strong sense of responsibility; a

solid ability to anticipate and prioritize; a demonstrated ability to work cooperatively as a

member of a team, and is a vital member of the team responding to internal and external

demands appropriately.

MAJOR DUTIES

Office Management

• Place, answer, screen and direct telephone calls, providing information or referral as

required.

• Respond to internal and external administrative support items on behalf of the Division.

• Prepare correspondence, presentations, and charts for the Division Chair.

• Process purchase requests, reconcile the department’s budget with the Management

Reporter and ensure that expenses are within annual allocations.

• Maintain and order office supplies.

• Assist with travel related arrangements, including prior approvals, registration, airline

reservations, car rentals, hotel reservations, etc.

• Assist with preparing travel and expense reports for reimbursement.

• Collect syllabi each term and upload to Academic Affairs folder.

• Use established programmatic course rotations to create and update the Registrar’s Office

via the Schedules and Books SharePoint.

• Maintain and update the Division Schedule and Books in the Share drive.

• Monitor Textbook and Schedules spreadsheets for all programs for changes.

• Facilitate data collection and other documentation for accredited programs for their

Annual Reports

• Attend all division and program meetings, take minutes, and file for documentation.

• Assist with data collection for all aspects of the division, including major field-testing

exams, and monthly programmatic, and semester division wide data collection.

• Create reports from Jenzabar student management software.

• Build, maintain and update the Division Sharepoint drive.

• Collect mail and packages from mailroom and distribute them promptly.

Student and Faculty Support

• Collaborate with the Division Chair and Program Directors to interview, select, train, and

supervise work-study students and provide support to Graduate Assistants.

• Assist Division Chair with the completion of paperwork required to on-board new

faculty.

• Coordinate with IDLS and Program Directors to upload Master Shell content each

semester.

• Work with Division Chair to create final course schedule and submit to Registrar.

• Coordinate with Program Directors to review and update all pertinent web-based

materials and published program documents

• Coordinate with Program Directors to complete annual catalog updates.

• Work with Division Chair and Program Directors ensuring all documentation for SACSCOC,

CACREP, and CSWE are collected and uploaded at appropriate intervals.

• Work with Division Chair to create Deployment Forms, Load forms, and Rosters for

Academic Affairs

• Support faculty on the use of new technologies; Expensewire, Sharepoint, OneDrive,

Mindtap, JotForm, and Tevera.

• Provide support to adjunct faculty members.

• Assist Program Directors in completing GPA assessments for honor society induction.

• Utilize Jenzabar for qualifying student determination for honors societies – then order

and print certificates.

• Support SBS division grant management by being a backup to grant administrators: have

a working knowledge of PIMS, and other grant management software.

• Assist with grant audits, compliance reviews, providing requested documentation and

information.

• Support the Career Center and Counseling Center with GradLeaders, documentation,

grant data collection, and administrative duties.

• Performs other duties as assigned.

QUALIFICATIONS

• Associate’s degree or equivalent education and/or experience.

• A minimum of three (3) years of related experience

• Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)

• Extensive use of Excel spreadsheets, being able to calculate basic statistics (e.g., mean)

• Excellent interpersonal and communication skills to be able to work cooperatively with

others.

• Excellent oral and written English language skills

• Excellent planning and organizational skills to be able to multitask.

• Ability to maintain confidentiality

• Ability to follow oral and written directions

• Ability to learn new software and stay ahead of software updates and upgrades.

Preferred Qualifications

• Bachelor’s degree

• A minimum of five (5) years of related experience

• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and

Zoom or Teams.

• Extensive use of Excel spreadsheets (e.g., being able to create pivot tables)

• Knowledge of Canvas

• Knowledge of Jenzabar

• Knowledge of Thomas University policies and procedures