The Administrative Assistant, College of Arts and Sciences, provides administrative and clerical assistance to all faculty members from a group of academic departments within the College of Arts & Sciences, especially the department chairs of these units. Working as a team member with all the Administrative Assistants within the college, independently, yet being a cohesive part of a team. Tasks need to be tracked and completed in a timely manner. This is a fast-paced position that requires organization and professionalism at all times.
Major Responsibilities:
- Administrative support for the Department Chair and faculty
- Oversee budget development and monitoring, create/complete purchases and POs
- Plan and coordinate Department meetings, functions, and events
- Communicate Department news via website, social media, email, and newsletter
- Hire, train, and supervise Equipment Room assistants, graduate assistants, lab aides, and interns
- Assist with hiring and contracting adjunct and full-time faculty
- Act as liaison to Department adjunct faculty to assimilate them into the Department.
- Control access to equipment, studio, and lab spaces via key distribution and One Card access
- In consultation with professors, set up and adjust policies and procedures for checking out inventory of cameras, video, and audio equipment, valued at $100,000
- Hire and train students on policies and procedures for equipment reservations while acting as direct supervisor
- Prepare purchase requisitions for the Department of Communication and Visual Arts as needed for the student organizations
- Schedule and prepare agendas for Media Commission meetings
- Managerial training for Student Media Organization leaders
- Support the implementation of convergence among the SMOs by developing policies to minimize redundancy and maximize cooperation
- Determine eligibility for honor society and coordinate initiation of new members
- Enter and track faculty workload data
- Schedule faculty peer reviews
- Department enrollment analysis and prediction for undergraduate and graduate programs
- Assist Department Chair with semester course planning and building of schedules
- Tracking, submitting, and monitoring building access for students, faculty, and media organization members including One Card and key requests.
- Coordinate visit schedules and prepare prospective visit folders
Required Knowledge and Skills:
- High school diploma or equivalent
- Intermediate-to-advanced knowledge of the current version of Microsoft Office, including Word, Excel, and PowerPoint
- Proficiency in Google Suite
- Experience in an office setting
- Ability to multi-task and serve multiple individuals (department chairs and faculty members), while working as a member of the administrative assistant team in the College of Arts & Sciences
- Excellent written and oral communication skills are essential
- Experience in basic budgetary work, willingness to learn appropriate budget-related software (Datatel)
- Familiarity with the requirements of the federal privacy policy (FERPA) regarding student records
The rate of pay is $17 per hour
Successful applicants will demonstrate a commitment to cultural diversity and the ability to work with individuals or groups from diverse backgrounds.
All offers of employment with Valparaiso University are contingent upon clear results of a thorough background check. Background checks may include criminal history, motor vehicle reports, prior employment verification, and personal/professional references. If applicable to the position, background checks will also include credit history. Background checks will be conducted on all final candidates for employment.
To be considered for this position you must upload:
Please address the cover letter to:
Isis Drosos, Administrative Assistant to the Dean, College of Arts & Sciences
Valparaiso University
Valparaiso, Indiana
Required Skills
Required Experience