Position Type: Secretary and Administrative Assistants
Job Title: Administrative Analyst/Specialist - Non-Exempt
Job ID: 13695
Full/ Part Time: Full-Time
Job Code: 1038
Department: College of Social Sciences
To view full job description including minimum qualifications and to apply directly online:
Salary:
Salary Range: $3,288 - $6,162 per month
Anticipated Hiring Salary: $3,288 - $4,000 per month
Note: This is a full-time (equivalent to 40 hours per week), probationary, non-exempt position.
Overview:
Under the general supervision of the Dean of Social Sciences, the incumbent will support the mission of the College of Social Sciences (COSS) and the University by performing a variety of administrative and technical support functions. This position provides general oversight over all aspects of the Dean's Office and will provide support to College faculty, administrators, staff, students, and the general community. Administrative, analytical, and fiscal work is performed under general supervision. Incumbent is responsible for ensuring accuracy of data and reasoning for all matters presented to management. This position requires considerable discretion and judgment to effectively carry through on decisions in a broad range of administrative duties.
Position Summary:
Budget and Reports
Maintain current/accurate reports, analyze reports, and provide historical data, as needed.
Work with the budget analyst in preparing Phase I and Phase II budget allocations for COSS and presents Phase I and II to the Dean for review and approval
General oversight and accuracy of all aspects of budgeting
Independently plan and perform research, compile data, and prepare and present reports with reliable conclusions and recommendations for actions
Draft, edit, and collect and organize data for all reports, including Annual Report
Edit all documents/reports, as requested within the Dean's Office
Faculty Personnel Matters
Review Temporary Faculty contracts for accuracy and enrollment, run class size summary, and review to determine appropriateness of temporary faculty appointment
Monitor and verify order of assignment
Monitor all aspects of the FAD for accuracy and match with contracts
Work with departments to ensure that all documentation is submitted for new temporary faculty hires
Process all faculty contracts
Follow-up with Faculty Affairs on the status of contracts
Work with Departments and Dean's Office staff to ensure that tenure track hiring is processed smoothly
Understand, communicate, and answer all questions pertaining to personnel matters, WPAF, and Faculty Affairs
Liaison with OFA regarding calendars and deadlines
Resource for policies/procedures for personnel
General Office
Provide support to Dean and Associate Dean
Provide lead work direction, coordination of office duties and training to Dean's Office Staff (Administrative Support Assistant II and Student Assistants)
Serve as a resource/liaison for faculty, staff, students, and campus community on all personnel matters, office procedures and general College information
Evaluate and recommend operational changes to administrative units and Dean's office to ensure effectiveness and compliance with University policies and regulations
Analyze, summarize, and interpret information and makes recommendations to the Dean/AD, Director of Development, and staff
Assess, evaluate, and formulate the impact of recommended or implemented policies from a strategic and operational perspective; draft office operational guidelines
Compose confidential correspondence for Dean/AD's review
Prepare and maintain confidential correspondence, records, and files
Building safety coordinator and all staff/student safety training
Ensure that all Dean's Office staff are following through on tasks, assignments, meeting deadlines
Ensure Dean's Office practices and procedures are processing efficiently, effectively, and streamlined
Ensure that the Dean's Office looks good on and off-campus (e.g., meet deadlines, keep office organized, organize multiple and competing demands)
Maintain positive working relationships and appropriate interpersonal interactions with colleagues and members of the university community
Show courtesy and respect towards others, communicate in an effective and timely manner and take steps to ensure proper understanding, and collaborate willingly with others to help advance the goals of the department and university
Scheduling
Analyze department schedule of courses to ensure that they do not exceed the number of sections allocated by COSS
Room allocations
Resolve Department scheduling conflicts
Liaison with Scheduling Office and Departments
Ensure that courses are scheduled in rooms that are appropriate for course history, T courses, and other course designations.
Update course history based on census data
Follow-up on status of course proposals
Process all T course forms
Process all Continuing and Global Education (CGE) course proposals/forms
Staff and Students
Coordinate Dean's Office staff working on Working Personnel Action File (WPAF)
Prioritize workloads to meet scheduled deadlines for the Dean's Office and provide lead coordination of support staff in the Dean's office and college staff attendance including reconciling absence management
Provide complete oversight and clerical support for COSS staff vacancies including prepare vacancy announcements, position descriptions, recruitment documents, and participate on search committees to make sure university policies and procedures are followed
Provide on-going training to department staff, as needed
Process all Employee Transaction Requests (ETRs) related to HR
Liaison with Human Resources to ensure timely processing of all staff transactions
Manage all aspects of absence management including keeping track of vacation, sick, and personal days, as well as general work ethic
Schedule and set the agenda for all staff meetings
Secondary duties of the job include:
Coordinate and provide assistance for all special events within the College of Social Sciences, including graduation
Maintain regular attendance and respect your colleagues' time by arriving promptly for work, shared tasks and meetings.
Other related duties as assigned.
Knowledge, Skills and Abilities:
Thorough mastery of English grammar, punctuation, and spelling
Advanced knowledge of PC using Microsoft Word and Excel, Internet, and e-mail
Must possess excellent professional and courteous communication and interpersonal skills, and be able to work collaboratively in a team environment
Ability to:
o Provide lead work direction, training and guidance to support staff
o Apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions
o Learn, interpret independently, and apply a variety of policies and procedures
o Organize and plan work including handling multiple priorities
o Work with frequent interruptions and under pressure of deadlines
o Work independently, take initiative, organize, coordinate and perform work in a high demand environment
o Work effectively with a diverse on/off campus community (students, staff, faculty, community leaders)
o Maintain positive working relationships and appropriate interpersonal interactions with colleagues and members of the university community
o Show courtesy and respect towards others, communicate in an effective and timely manner and take steps to ensure proper understanding, and collaborate willingly with others to help advance the goals of the department and university
A history of regular attendance and positive performance reviews
Education and Experience:
Bachelor's degree or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
A minimum of two years recent progressive professional administrative work experience.
Experience in generating written correspondence in a professional manner without grammatical errors
Experience in collecting, compiling, analyzing, and evaluating data and then presenting reports and making projections and recommendations
Preferred Skills:
Experience using PeopleSoft HRSA (scheduling, student administration, and Financials)
Experience working in an institution of higher education involving study, analysis or evaluation.
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Job Title: Administrative Analyst/Specialist - Non-Exempt