Administrative Assistant, School of Languages and Literature

Position: Administrative Assistant

Location: Wayland Baptist University (WBU) – Plainview Campus

Division/School: School of Languages and Literature

Supervised by: Dean, School of Languages and Literature

Positions supervised: Student Employees

General Responsibilities: The School of L&L’s Administrative Assistant maintains the school’s academic documents and financial records; this includes processing and/or developing a number of documents, reports, spreadsheets, databases, etc. using a variety of computer, software, and office equipment. Additional duties include processing academic data; maintaining office files; faculty greeting and communicating with visitors and students; answering and maintaining phone lines; helping with various events; and assisting the dean and associate dean in preparing course schedules, registering students, and organizing special reports; or projects.

Specific tasks and duties:

  1. Display ability to maintain confidentiality when functioning with sensitive material
  2. Assist with preparation of school’s academic documents and reports, processing and developing all documents, reports, spreadsheets, databases, etc. as necessary.
  3. Assist with the processing and maintenance of the school’s financial records, including the monitoring and requisition of necessary supplies, travel requests, etc.
  4. Maintain various office files (faculty documents, student records, advising materials, etc.)
  5. Communicate with Information Technology, maintenance, and other offices on campus when school needs computer or other repairs.
  6. Research and analyze institutional data, create reports, and spreadsheets as requested by Dean or Associate Dean.
  7. Prepare and update faculty and adjunct payment documents.
  8. Work with vendors assuring accuracy in project purchase and delivery.
  9. Oversee basic daily operations of school office with minimal or no supervision
  10. Maintain school phone line tactfully and courteously, processing calls to appropriate faculty/staff members or other offices as necessary.
  11. Update or maintain school website, social media, and related information sources as needed.
  12. Greet and interact with visitors, other employees, and students in a tactful and courteous manner.
  13. Assist with registrations and recruitment activities as needed, possibly working on Saturday as required for summer registration.
  14. Assist school faculty with curriculum related activities (textbook orders, photocopying, exam grading, online reporting, etc.), and use of technology within classrooms and offices.
  15. Hire and supervise and process timesheets for student employees
  16. Create room calendars and schedules and oversee computer lab, as necessary.
  17. Coordinate and manage special projects as assigned, such as travel plans for annual study tours and annual publishing of Embers and Sparks.
  18. Assist with planning any of L&L’s events (Way-Con, Symposium, Language Festival, Write to Ignite, and more).
  19. Duties as assigned.

The above statements are not a complete list of responsibilities and duties performed by employees in this position. Employee may perform other related duties as assigned by the Dean.

Minimum qualifications:

  1. Some college education required
  2. Bachelor’s degree preferred

Experience and Knowledge:

  1. Past office or clerical experience required
  2. Past experience maintaining financial records preferred
  3. Ability to apply Christian principles in a workplace required

Skills and Abilities:

  1. Must have excellent verbal and written communication skills; some knowledge of Spanish a plus
  2. Must have proficient computer skills (comfortable with Word, Excel, email, etc.) and be willing to acquire additional computer and technological skills as necessary.
  3. Must have excellent time-management skills and be self-motivated and detailed-oriented.
  4. Must be able to complete a variety of tasks simultaneously and work within flexible framework.

Conditions of employment:

Employment is subject to an introductory period to monitor employee performance. If hired, the prospective employee must present documentation within three (3) days of hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE). Must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver’s license. Must have and maintain a satisfactory driver’s record.

Wayland Baptist University does not unlawfully discriminate in employment opportunities or practices on the basis of race, color, sex, national origin, age, disability, or any other characteristic.