This part-time Administrative Assistant position is an extension of the Office of the Dean assigned to several academic programs and College-level initiatives and who serves as the primary interface with a variety of internal and external audiences. The incumbent often functions as an emissary for the Office of the Dean and is expected to independently accomplish a range of critical responsibilities associated with finance, administration, events and programming, special projects, and support services.
The incumbent's time is distributed across academic programs in various campus locations (including, but not limited to, Corrigan Hall, Arts & Sciences, and Fahy Halls, Arts Center, and 525 South Orange Avenue) as determined based on business needs. As the Administrative Assistant's responsibilities include varied events and programming initiatives, some evening and/or weekend work, is required.
Duties and Responsibilities:
Special Projects - On behalf of the Office of the Dean, the incumbent will prepare executive summary publications and reports based on primary market research in association with existing initiatives, as well as exploratory research to inform future initiatives (e.g. gathering institutional data from University Fact Books and/or partnering with Institutional Research, retrieval of a variety of data from the Integrated Post-secondary Education Data System, market data from the Bureau of Labor Statistics, and the like).
Provide executive-level support for College-level strategic and critical initiatives (e.g. Institutes, Arts Council, etc.) ranging from drafting and disseminating community announcements to negotiating honorariums for invited speakers. Moreover, the incumbent will facilitate ongoing program-specific tours for prospective students, equipment requests for University-level events, and the like.
In addition, the incumbent will complete a variety of ad-hoc projects, including but not limited to, preparation of the Annual Report by researching, collecting, analyzing, and compiling data from academic programs, co-curricular, and extracurricular initiatives.
Events and Programming - Directs the annual Rockley Foundation Piano Sale, including securing dates coincident with the University calendar, drafting *non*-standard agreements and associated correspondence (e.g. unique cover letters) to meet University and vendor specifications, establishing guest network accounts for all visitors, drafting of original correspondence and dissemination of information through broadcast mailings, access to facilities, indexing contact information for participants, and a variety of after sale inquiries/outreach.
In conjunction with the Associate Director of Engagement and Experience, assist with several recurring College-level events, including but not limited to, open houses, Pirate preview, yield event, scholarship reception(s), Pirate Adventure, commencement, etc., inclusive of the planning, coordination, and "day of" execution of events. Additional recurring event and programming support includes, but is not limited to, donor cultivation, coordination of transportation for off-campus course-related excursions multiple times per semester, act as a liaison with the OIP for student- and faculty-related study-abroad and exchange initiatives, instrument and voice juries, and the like.
Using Banner, ascertain relevant details (e.g. repertoire, student names, majors) to format a variety of ad-hoc publications (e.g. programs, announcements, broadcast mailings, weekly Newsletter from the Dean, etc.) and coordinate dissemination (e.g. broadcast email, printing via University Print Shop/mail room, etc.) for all affiliate academic, co-curricular, and extracurricular programs, including Classical Concert Series, Jazz 'n the Hall, Chamber Choir, University Choir, Concert Band, and Orchestra. Additionally, serve as an emissary for the Office of the Dean related to relevant student-level organizations (e.g. Gentlemen of the Hall, etc.), as needed.
Administration - Independently forecast, research, identify, and purchase specific equipment in alignment with the course schedule and projected enrollments each semester (e.g. negotiate with vendor on behalf of the Office of the Dean regarding, but not limited to, a variety of music rentals that change significantly each semester - both in terms of instrument type and quantity). Each semester, conceptualize, plan, and implement, within the confines of limited space, secured storage and processes and refinements for accessing lab equipment, as per lease agreements. Schedule and oversee monthly piano tuning in College facilities and for the University's piano in Jubilee Hall.
Day-to-day direction of work study students assigned to designated programs, including recruitment, selection, onboarding, and scheduling each semester to ensure reception areas are always staffed during the full academic year, including lab spaces, as needed.
Ensure College facilities are well maintained, opened/closed on schedule, appropriately secured - particularly lab equipment - and issues are communicated to the Office of the Dean, Facilities Engineering, Housekeeping, and/or Public Safety and Security, as needed. Utilize appropriate systems (e.g. Archibus) to submit and track all requests. Each semester review and assess security protocols and make recommendations for changes to the Office of the Dean regarding card swipe access schedules and levels of access for relevant stakeholders.
Multiple times per semester, direct the transfer of equipment and instruments from the University to SOPAC. This involves researching and identifying vendors, soliciting a call for proposals based on the equipment to be moved (varies each time), processing the contractual terms and preparing material for appropriate review (Office of the Dean and potentially Business Affairs and/or General Counsel depending on the scope) and supervising the work to ensure equipment guidelines are followed.
Business Affairs / General Counsel - Serve on behalf of the Office of the Dean to draft *non*-standard legal agreements and associated supplemental requirements (e.g. identifying, contacting, and recommending from array of vendors in alignment with University policy to meet varied requirements - including accommodating minors on campus and the like, researching and recommending appropriate insurance riders, etc.) for several ad-hoc, varied, and complex strategic initiatives (e.g. musical events, Institute academic programming, etc.). Serve as the contact for campus partners to make appropriate revisions on behalf of the Office of the Dean.
Finance - draft and prepare for signature a variety of payment authorization forms (e.g. adjunct payment, one-time earning, faculty activation, travel and expense report, IDT, check requisition, etc.) in advance of each academic term for scheduled classes. Additionally, the position requires professional problem solving skills when handling and proactively identifying and escalating finance-related issues for faculty each semester as part of the certain programs with unique off-cycle and varied compensation models (e.g. private music lessons, ensembles, and/or others as determined by business needs). Appropriately track expenses against budget for College extra curricular organizations, maintain receipts, and reconcile University-issued credit card(s) on a monthly basis.
Support Services - provide a variety of administrative assistance to prospective students, current students, faculty, administrators, alumni, and donors affiliated with designated programs. Recurring support varies, but generally includes, but is not limited to, ensuring reception area coverage in multiple buildings, oral and written communications (expectation is materials are ready for signature), mail delivery across various College facilities, registration support, duplicating and collating materials for courses, file maintenance, preparing at-a-glance schedules for part- and full-time faculty members - including private music lesson sections and special functions, maintain database of office hours, update directory information and the like. Other duties as assigned.
Bachelor's-level degree in a related field.
Research and written report drafting are required. Critical thinking and discretion required.
1-3 years of experience in higher education administration preferred.
AD140 - Administrative
General Office Environment
Special Instructions to Applicants:
Expressions of interest may be directed via email to Dr. Ryan Hudes at Ryan.Hudes@shu.edu.
Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.
Seton Hall University is a major Catholic university. In a diverse and collaborative environment it focuses on academic and ethical development. Seton Hall students are prepared to be leaders in their professional and community lives in a global society and are challenged by outstanding faculty, an evolving technologically advanced setting and values-centered curricula.