Administrative Assistant

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 MicrosoftOffice, 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.