S940 Administrative Assistant - Lubbock
LOCATION: Wayland Baptist University - Lubbock Campus
SUPERVISED BY: Executive Director / Campus Dean
POSITION CLASSIFICATION: Non-Exempt
POSITIONS SUPERVISED BY: None
GENERAL RESPONSIBILITIES: The Executive Assistant to the Executive Director assists with processing registration records, employment applications, student records, greets visitors, forwards telephone messages, inputs data as necessary, assists in developing and maintaining data reports and files. This person also assists with graduations and events as necessary.
SPECIFIC TASKS AND DUTIES:
- Assist as necessary with faculty records, registration records, student grades and other assigned tasks in timely and accurate manner.
- Receiving and opening mail; making proper distribution to the appropriate individuals/offices.
- Insuring all administrative forms are updated and available for faculty and staff.
- Assist with any office administrative needs including, but not limited to: written correspondence, printing and copying forms, sending out invitations for graduation, etc.
- Take incoming phone calls tactfully and courteously process these calls to the appropriate staff/ faculty member.
- Tactfully greet students, prospective students and refers them to the appropriate staff/faculty in a courteous manner.
- Assist with registrations which would include performing related assignments accurately and in a timely manner.
- Process graduation applications for undergraduate and graduate students. Assist with graduation ceremonies as assigned.
- Assists with marketing, fund raising and public relations events/projects as needed.
- Assist with preparation of yearly objectives as required by the dean or assistant dean.
- Ordering supplies for the central office supply closet, insuring adequate supplies are on hand for the campus.
- Process adjunct faculty applications and completes files on each new faculty. Also, arranges for getting new faculty qualified to teach.
- Provides class rosters to faculty before the first class.
- Maintain course syllabi and up-to-date files up-to-date course syllabi for each course offered.
- Obtains a course syllabus from each instructor before classes begin.
- Process faculty contracts and obtains faculty signatures and processes faculty contracts.
- Maintains and processes files of final exams, course syllabi, attendance records and grades.
- Prepares timely requisitions for supplies, equipment, credit cards, invoices, and other items.
- Monitors and maintains postage.
- Arrange for faculty meetings by sending letter to faculty, and arranges for luncheon.
- Maintain petty cash fund by accounting for expenditures, using criteria established by Plainview Campus.
- Monitor supply cabinet and maintains inventory of office supplies.
- Make bank deposits in timely manner.
- Work some late afternoons-evenings to accommodate student and faculty needs. Occasional Saturday work is also required.
- Process graduation applications prior to submitting them to the Academic Advisors for their final audit.
- Order Graduation Regalia.
- Update Graduation information for the website, along with the Director of Communications in Plainview.
- Prepare and proof the list for the final graduation program before it goes to the printer.
- Ensure all items are in order for the graduation ceremony.
The above statements are not a complete list of all responsibilities and duties performed by employees in this job. Employee may perform other related duties as assigned.
Bachelor’s Degree is required.
Experience and Knowledge:
- One (1) year of office related experience.
- Knowledge of how to apply Christian principles in the work place is also required.
Skills and Abilities:
- Must have excellent verbal and written communication skills.
- An in-depth understanding of, and commitment to, the “team” and “servant leadership” concepts is essential to advancing the Lubbock Campus mission.
- Excellent computer skills are required.
- Must be an excellent manager of time.
CONDITIONS OF EMPLOYMENT:
Employment is subject to an introductory/probationary period of 90 days 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 Naturalization Services. Employee must be able and willing to travel. 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.
If requested, reasonable accommodations will be made for persons with disabilities for any part of the employment process in accordance with the Americans with Disabilities Act of 1990.