Academic/Faculty Affairs, Administrative/Support, Other Staff/Administrative, Staff/Administrative
Administrative Assistant III- School of Business and Justice Studies
Utica College, a small comprehensive college in Upstate New York, is seeking an Administrative Assistant III in the School of Business and Justice Studies to provide direct administrative support for the Dean of the School of Business and Justice Studies. The incumbent is required to interact with faculty, staff, students and individuals from the outside community. Duties include screening calls and personal inquiries to the Dean, handling as many issues as possible. Incumbent also manages school budget, maintains personnel files and is responsible for school office management. Incumbent also provides administrative support to school faculty.
In deciding whether to apply for a position at Utica College, candidates are strongly encouraged to consider the UC mission and culture to help determine their potential success at http://www.utica.edu/instadvance/marketingcomm/about/. Our Mission and Values Statement includes a commitment to fostering diversity in background, perspective, and experience within an environment that is dedicated to the freedom of expression and the open sharing of ideas. At UC, diversity means that we are a community that represents a range of human experience and makes conscious choices to appreciate, respect, and learn from each other. Utica College actively seeks and welcomes applications from candidates with exceptional qualifications, particularly those with demonstrable commitments to a more inclusive society.
Primary responsibilities include:
•Administers and manages the daily operational activities for the Dean of the School of Business and Justice Studies. Handles all Dean’s outgoing mail. Manages Dean’s calendar and appointments, travel arrangements, etc. Prepares confidential materials for faculty when up for reappointment, tenure, promotion and periodic review. Schedules school and tenured faculty meeting dates. Adds faculty support materials electronically to dedicated website for tenured faculty to review and submits same to the Office of Academic Affairs for review by Faculty Affairs Committee and/or Professional Development Committee. Oversees the school office. Maintains all confidential files, including personnel files for full-time and adjunct faculty and staff. Facilitates and monitors work-study assistance for faculty and staff in school.
•Coordinates with program directors in submitting the master course schedule for reach semester using the Teaching Schedule Form on Google. Compiles and proofs course schedules for Registrar’s office for each semester. Notifies Registrar of course schedule revisions through the Teaching Schedule Form. Runs various faculty reports in SCT Banner. Works with Directors in tracking teaching assignments for full-time and adjunct faculty members and coordinates overload and adjunct compensation authorizations with Human Resources. Maintains an Excel file each semester of non-traditional teaching credits accumulated by full-time faculty.
•Coordinates with program directors in the hiring of new adjuncts. Assists new adjuncts with Banner access. Makes arrangements for all new faculty and staff in school, i.e. office set-up, furniture, telephone, mailbox, keys. supplies, etc. Coordinates new faculty and staff searches with chair of search committee including processing necessary paperwork, input of job descriptions in PeopleAdmin, arranging itineraries for candidate interviews and expense reimbursements. Ensures all Human Resources forms have been completed at beginning and end of search.
•Manages school budget. Prepares budget revisions when necessary.
•Coordinates with program directors and school faculty in scheduling meetings, special projects, consultants, data collection, curriculum changes, etc.
•Completes, monitors and tracks travel vouchers and advances for faculty and ensures appropriate budget assignments. Prepares purchase orders for the departments within the school. Approves requisitions in Banner. Reconciles monthly expenses on Dean’s UC corporate credit card.
•Prepares graduation certifications each semester for distribution to program directors. Sends out denial letters to those students that did not meet graduation requirements. Submits ADRs, etc. to Registrar for processing.
•Liaison for the Student Investment Club and Public Relations Student Society.
•Maintains yearly electronic files of full-time faculty’s Summary of Professional Activities.
•Works with supervisor to develop specific goals that support Utica College ’s operational plans. This is done at least annually through the annual performance evaluation process: however, review of goals will occur throughout the year.
•Responsible for working with supervisor and other team members to achieve successful results on all established individual and departmental goals and key performance indicators.
•May perform other related duties as assigned.
•Associate degree and at least five years of relevant experience required. An equivalent combination of education and experience may be considered. • Previous experience in a higher education setting with school or department responsibilities desirable.
To apply, submit a cover letter, resume, and a diversity statement. All positions at Utica College support the College’s mission and values in part by being active members of an inclusive environment. Please describe in your diversity statement how you would see yourself incorporating this into this role.
In line with the College’s Affirmative Action Policy, there is no requirement or expectation that a candidate disclose their identity or membership in any protected class or group, either in the diversity statement or in other application documents submitted to the search committee. For additional information on what to provide in your diversity statement please reference the diversity statement guide at the following link: https://www.utica.edu/hr/media/Diversity_Statement_Guide.pdf
Active consideration of candidates will begin immediately and continue until the position is filled. References will be checked for candidates invited to campus.
Utica College is an affirmative action, equal opportunity employer. We encourage applications from under-represented groups as well as individuals who have experience with diverse populations.
About Utica College
Founded in 1946, Utica College is a private comprehensive institution distinguished for its integration of liberal and professional study. Our dedicated faculty and staff have built a tradition of excellence in teaching and learning with particular emphasis on providing individual attention to students. The College enrolls approximately 3,700 students – approximately 2,700 undergraduates and 1,000 graduate students. A city of approximately 60,000, Utica is located at the foothills of the Adirondack Mountains in the Mohawk Valley region of upstate New York. The area offers easy access to a broad variety of cultural attractions, including the historic Stanley Performing Arts Center and renowned Munson Williams Proctor Arts Institute, as well as four-season recreation.