Job Description
Summary The Administrative Assistant III will supervise and manage administrative responsibilities (registration, course creation, transcripts, calendaring), office management, data keeping, special events, graduate student summer residency, and work-study students in the Department of Theology and Philosophy.
This is an In-person position. Essential Functions Registration, Course Creation, and Graduate Scholarship Requests - Create course schedules for Theology/Philosophy through Colleague in consultation with Chair
- Facilitate overrides in consultation with Chair and faculty
- Provide requested transcripts and reports from Colleague/Workday
- Facilitate administrative information for the extension site at SEPI
Process and coordinate scholarship funds with proper Barry University departments per student for each semester.
Administrative Responsibilities: - Barry University Brand Ambassador for department marketing efforts:
- Create marketing event campaigns through Workfront
- Maintain and improve website content and links through Workfront
- Produce electronic and print advertising for department academic programs and events
- Maintain and create distribution email lists for marketing efforts.
- Assist with faculty, adjunct, and staff new hire procedures
- Coordinate and perform the following Workday tasks:
- P-card reconciliation/Expense reports for American Express card charges
- Activity pay for faculty, adjunct professors, and dual enrollment courses
- Departmental requisitions, purchase orders and check requests
- Create suppliers and supplier invoice requests
- Hire and train work-study students through HR
- Purchase office supplies through university vendors
- Department of Theology and Philosophy Liaison for AIS and the College of Arts and Sciences Dean's Office.
- Create an Annual Department Calendar for distribution to faculty and staff.
- Oversee reservations for the conference room
- Responsible for maintenance requests through Service Desk online
- Oversee the printing of programs for special events in consultation with the Chair
- Consult with Program Directors, Chair, and advisors concerning incoming students
Data and Record Keeping: - Complete Annual Report Form for Association of Theological Schools [December 1st of each year]
- Print reports from AIS for Association of Theological Schools Annual Report
- Assist Chair in completing University Department of Theology and Philosophy Annual Report
- Print reports in Informer for Annual and ATS Reports
- Coordinate Faculty Travel Requests for the Department and in conjunction with the College of Arts and Sciences.
- Maintain undergraduate and graduate student profile program data and update on the common N drive.
- Perform continual assessment of common N drive for filing and organization.
- Update faculty profiles in AIS.Upload syllabi and minutes to Curriculum and Policy Sharepoint site and Department common Department N drive.
Oversight and Coordination of Special Events: - Request room reservations through Convention and Events Services EMS system
- Coordinate Food and Beverage Contracts through Catertrax
- Coordinate logistics and administrative event details, marketing efforts, and travel accommodations for the following:
- Yves Congar Award Events and Reception
- Theology and Philosophy Honor Societies Induction Ceremony and Dinner
- Commissioning and Recognition Ceremonies and Reception
- Graduate and Undergraduate Recruitment events on and off campus
- Association of Theological Schools Accreditation Site Visits
Supervision of Administrative Personnel and Management of the Department :
- Supervise, hire, and train Work-Study students
- Coordinate Department of Theology and Philosophy budgeting in dialogue with the Department Chair.
- Oversee office management, facilities, office assignment, and computer operations for the Department of Theology and Philosophy
Oversight and Coordination of Two-Week Graduate Residencies : - Create and distribute the Two-week Residency Student Information Document to graduate students.
- Distribute Graduate syllabi to students.
- Plan Department of Theology and Philosophy Two-Week Residency hospitality for 14 days.
Qualifications/Requirements - Associate's degree in any field required
- Bachelor's degree in any field preferred
- 3-5 years of relevant work experience required
- Must be able to analyze all office operations and determine proper solutions.
- Must have working knowledge of Microsoft Office, Workday, and Internet-based reporting, and Social Media knowledge.
- Must be able to provide professional email correspondence to constituents, faculty, and students, coordinate and write newsletters, and edit minutes for department meetings.
Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.
Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.
Job Tags
Full time, Work experience placement, Summer work, Work at office