Administrative Assistant, Holzschuh College of Business at Niagara University in Niagara University, NY, USA

Job description

• Under general supervision within the Holzschuh College of Business Administration (HCBA), the Administrative Assistant will assist with the administrative support to accommodate the needs of the dean's office, the faculty and deans of the college and provide assistance with and coordination of college functions and activities.

Responsibilities

• Answer telephones, take messages, schedule appointments and greet visitors in a pleasant and professional manner.
• Perform general office tasks, reconcile Dean's University credit card, maintain an inventory of office supplies, make travel arrangements for the dean, for visiting faculty candidates, assist with faculty visit schedules and answer college and department-related questions.
• Process faculty requests for reimbursements, as approved by Dept. chairs. Submit faculty travel requisitions and travel authorizations. Process routine credit card reconciliations for the dean.
• Maintain student files, and provide support for tasks related to graduation including ordering of diplomas, student orientations including SUMO (Summer Orientation for freshmen) and general student support as needed.
• Assist with organizing and executing the annual college events sponsored by the dean, on campus and off-campus including the CBA Honor Societies and Induction Ceremony/
• Handle correspondence, and record minutes of meetings for all faculty meetings and other meetings as requested by the dean or assistant dean.
• Receive and distribute mail, and handle internal and external mailings.
• Maintain an inventory of office supplies to meet the needs of the entire college.
• Maintain calendars(s) to schedule appointments with the dean and assistant dean.
• Support department chairs and faculty as requested.
• Coordinate the meeting schedules for the College including faculty, departments, and committees and assist in identifying and scheduling rooms for these events through the university room reservation system and ordering lunches through the university catering system as needed.
• Work with the Assistant Dean to assign advice to faculty and maintain updated student records as necessary.
• Use Microsoft Office or a similar suite of software tools to develop documents and spreadsheets to ensure efficient operation of office tasks.
• Maintain accurate and detailed information on all advisory board members and facilitate communications with these groups when requested by the dean.
• Assist with all college external (and internal) professional outreach functions, such as but not exclusive to the annual food summit, semi-annual supply chain center seminars, monthly Family Business Center events, high school counselors and any other events sponsored by the HCBA.
• Support deans as requested.
• Maintain confidentiality of information (including but not limited to: student personal information, student grades, employee personal information, etc.), both during and after employment with Niagara University. Any questions regarding the confidentiality of material should be referred to the supervisor. Any violation shall subject the employee to disciplinary action, up to and including termination of employment.

Requirements

• Ability to read and comprehend the English language sufficiently to be able to read and understand various forms, documents, files and communications.
• Basic mathematical skills and computer literacy with Microsoft Office (or similar office software suite), and the ability to learn and implement new computer software programs.
• Strong communication skills, answering phone calls professionally, responding to inquiries and effectively communicating when using email or other forms of standard business communication.
• Excellent organizational skills with the ability to plan and coordinate activities and events.
• Ability to be tactful and demonstrate sound judgment when dealing with difficult circumstances.
• Ability to perform all essential job functions accurately with minimal direct supervision, and a desire to be innovative in finding solutions to problems as they arise.
• Ability to display sound judgment to ensure timely processing and completion of assigned tasks.
• High School diploma required with education, training and experience that provides the necessary knowledge, skills and abilities to successfully execute the job responsibilities.
• A minimum of 3 years of experience performing similar tasks is required.

Skills

Required

• Strong communication skills
• Excellent organizational skills
• Tactful and sound judgment
• Ability to work with minimal supervision
• Innovative problem-solving
• Microsoft Office
• Computer literacy
• Spreadsheets
• Word processing

Benefits

• OUTSTANDING BENEFITS UNLIKE ANY OTHER. Low-cost health benefits, 403b employer contribution, affordable tuition at Niagara University for you and eligible immediate family members, tuition exchange at other designated universities for eligible dependent children, generous holidays (20 days annually), PTO, and ½ day Fridays throughout the summer. Niagara University is also an approved employer for the Public Service Loan Forgiveness program. Campus life is vibrant and offers free parking, on-site dining options, and fresh coffee at Tim Horton's and Starbucks, all in a beautiful park-like setting. If you'd like to know more, check out all of the NU Facts.