Administrative Assistant, Office of the Dean of Arts, Humanities & Social Science

Position Information

Requisition Number
P00988

Position Type
Staff

Department
Dean’s Office, College of Arts, Humanities & Social Sciences

Working Title
Administrative Assistant, Office of the Dean of Arts, Humanities & Social Science

Classification
Administrative Assistant 1 – 08210

Position Summary Information

Nature of position
Permanent, Full-time

If Temporary, Start Date

If Temporary, End Date

If part-time, hours per week

If part-time, percent time

Days Worked
Monday to Friday

Hours/Shift worked
8:00 A.M. to 4:30 P.M.

Union
AFSCME

Posting Detail Information

Job Summary/Basic Function

Millersville University of Pennsylvania is recruiting for an Administrative Assistant. in the Office of the Dean of the College of Arts, Humanities and Social Services. This position is responsible for various clerical and administrative support for the Dean of the College of Arts, Humanities, and Social Sciences. Responsibilities include schedule meetings, maintain calendars and travel arrangements, coordinate budgets and purchasing processes, greet walk-ins, answer multi-line telephone, respond to requests for information, accept and process paperwork, maintain databases, develop/distribute reports, generate documents.

Located in Lancaster County, Pennsylvania, Millersville University of Pennsylvania is one of the 14 public universities of Pennsylvania’s State System of Higher Education. Our pillars of distinction include exceptionally strong student-faculty relationships, numerous programs of distinction, a beautiful campus and vibrant location, and successful job placement for our students. Our students’ success, both inside and outside of the classroom, is our highest priority, and we provide numerous opportunities to facilitate their academic, personal, and social growth and development. Almost 70 baccalaureate programs are available for our 6,600 students to find their path. Several of our programs are multidisciplinary in nature, combining science, technology, and art to create a more progressive degree. One thousand graduate students enroll in 21 master’s and three doctoral programs. Our faculty are highly respected in their fields and dedicated to the success of students in the classroom, research labs, and in campus life. Over 66,000 alumni live in all 50 states and in 72 countries around the world. We seek individuals who embrace and value our EPPIIC values of exploration, public mission, professionalism, inclusion, integrity, and compassion.

Annual Salary: $41,917.00 plus comprehensive benefits starting on the first day of employment, including:

Health insurance – Low bi-weekly premium. Employees pay 5% of bi-weekly salary for benefit coverage with ability to pay 2.5% when participating in the wellness program.
Dental insurance – Coverage is free to employee and dependents after 90 days
Vision insurance – Coverage is free to employee and dependents after 90 days.
Group life insurance – equal to annual salary (up to $40,000.00) at no cost to the employee
Retirement – 2 plans to choose from
Tuition waiver – employee, spouse, and dependents are eligible
Vacation leave – up to 11 days accrued per year for first 3 years, increases to 19 days per year after 3 years
Sick leave – up to 11 days accrued per year, including up to 5 days per year that can be taken to care for a family member
Holiday leave – 12 days per calendar year

The State System Employee Benefits Summary can be found at https://www.passhe.edu/inside/HR/syshr/Benefit_Summaries/PEBTF_Summary.pdf

At Millersville University we are committed to fostering a learning and working environment that promotes the intersectionality of diversity to foster a climate of inclusion. Employing our EPPIIC values and the principles of Inclusive Excellence, we hold that an inclusive community is a core value that is an essential part of the foundation for our learning and working environment. Millersville University is an equal opportunity employer and, in compliance with federal and state laws and university policy, is committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity or gender expression. Individuals from traditionally underrepresented populations are encouraged to apply.

Required Qualifications

Bachelor’s degree OR equivalent combination of experience and training.
Experience in taking clear and concise meeting minute notes
Ability to successfully manage complex schedules using calendar management features.
Experience with web page maintenance.
Demonstrated ability to:
- solve problems.
- handle multiple, complex tasks with accuracy and attention to detail.
- maintain a professional demeanor in fast-paced work environment.
- maintain confidentiality.
- work independently.
- learn academic and office policies.
- change priorities with little/no notice.
Excellent customer service skills.
Excellent oral, written, and interpersonal communication skills.
Flexibility, willingness, and ability to pursue and adopt new ideas, information, and technology, and process and summarize information.
Ability to work with faculty, staff, and students of diverse cultures, racial and ethnic groups, and socioeconomic status.
Proficiency in Microsoft Office including Word, Excel, PowerPoint, Outlook, and Adobe Acrobat.
Evidence of a commitment to diversity, equity, and inclusion.
Successful interview that will include Word and Excel tests and writing and proofing examples.
Successful completion of three background checks.

Preferred Qualifications

Experience using student information systems.
Experience working in higher education.

Job Description

Maintain the Dean’s calendar, schedule meetings, facilitate effective workflow in the dean’s office.
Assign tasks to student employees in the dean’s office and process student employee payroll.
Provide supplemental administrative support to departments during intersessions and throughout the academic year.
Carry out projects independently from beginning to end while making decisions regarding project administration with little managerial input.
Keep records and tracking databases current.
Facilitate communication with other administrative offices at the University to ensure procedures are followed.
Use Outlook, Word, PowerPoint, Excel, SAP , Banner, Hyperion, AdAstra, PeopleAdmin, Business Intelligence (BI), SysAid, Website construction software and the internet to accomplish the dean’s office goals.
Conduct elections for various AHSS and university-wide committees and department chairs.
Review information that comes to the dean’s office to provide supporting materials from files, internet, etc., to help expedite the Dean’s ability to make decisions.
Research, prepare and draft routine documents, correspondence, and reports.
Provide follow up so that Dean’s meetings produce effective results.
Maintain and update permanent faculty and staff personnel files kept confidentially in the dean’s office.
Assist faculty and staff with any questions they might have regarding routine administrative procedures.
Assist students by guiding them toward the appropriate advising resources.
Process a variety of routine forms and maintain databases for a variety of uses.
Order special one-time supplies and equipment in conjunction with administrators’ advice and recommendations.
Work closely with the administrative manager to coordinate activities with vendors and contractors.
Liaise with other campus offices regarding program promotion and marketing.
Serve as the Dean’s representative when assisting visitors, faculty, staff, and students.
Communicate with faculty and staff to keep them informed of any important developments in the College when so authorized.
Attend appropriate workshops on new University systems and assist dean’s office administrators regarding same.
Support program review and student learning outcomes processes.
Support new faculty search processes.
Assist the Dean in organizing professional development events for faculty and staff within the College.
Ensure compliance with Collective Bargaining Agreement requirements and deadlines for faculty evaluations and promotion. Edit, e-mail, and upload documents issued by the Dean. Schedule faculty evaluation and promotion conferences
Serve as liaison with the Advancement Office on donor and other fund/friend-raising events and advisory committees.
Provide logistical and other support for activities and events related to AHSS , including the One Day Give.
Be fully responsible for the special events sponsored by the Dean’s Office.
Serve as a project coordinator for various College and University-wide initiatives such as AHSS Advisory Board, program-based Industry Expert Advisory Groups, and others.
In collaboration with Enrollment Management, assist Dean in student recruitment activities and functions such as the annual Admitted Student Expo, Open Houses, and special Admissions events.
Serve as a liaison between AHSS department chairs and the Office of Student Affairs to coordinate New Student Orientation activities.
Act as Event Venue Manager for McComsey Hall including scheduling spaces such as the Ford Atrium and Myers Auditorium, coordinating event setup, etc.
Track and manage building security and other issues of daily operation and security of the College’s primary classrooms, offices, performance buildings and residential and departmental houses.
Assist administrative manager with oversight of facilities and their maintenance. Serve as backup for administrative manager for major facilities projects.
Assist the administrative manager with response to building emergencies as needed.
Serve as liaison with Information Technology on instructional technology issues and concerns.
All other duties as assigned.

Essential Functions

No or very limited physical effort required.
No or very limited exposure to physical risks.
Extensive writing skills (prepare and organize complex documents).
Extensive verbal communication skills (provide information and assistance regularly).
Intermediate math skills.
Most work done at a desk, utilizing a computer and phone.
Work is normally performed in a typical interior/office work environment.
Understanding of written and verbal directions.
Ability to sit for long lengths of time.
Must be able to lift/pull/push up to 10 pounds.
Dexterity of hands and fingers to operate a computer keyboard and mouse.

Posting Open Date
04/19/2023

Posting Close Date
05/07/2023

Full Consideration Date

Special Instructions to Applicants

This position is represented by a labor union and is subject to the terms and conditions of the AFSCME Collective Bargaining Agreement.
Ability to work remotely if required due to emergency university closure.

Quicklink for Posting/Requisition
https://jobs.millersville.edu/postings/10543

Applicant Documents
Required Documents

Cover Letter/Letter of Application

Resume

Optional Documents

Unofficial Transcripts 1