Summary of Responsibilities: This position serves as the administrative assistant for the Chemistry/Math/Physics, Biology & Nursing Departments by providing customer and student assistance, office and building management and administrative support to the Academic program with emphasis in Chemistry, Math, Physics, Biology, & Nursing. This position supports and reports to the Department Chair of Chemistry/Math/Physics.
Part-Time/No Summer: This position will work an average of 25 hours per week from August 16th through May 31st with the specific daily schedule determined in consultation with the supervisors. Some limited summer hours may be scheduled in consultation with supervisors and Human Resources, for special projects.
Essential Responsibilities: (These essential responsibilities are those the individual must be able to perform unaided or with the assistance of reasonable accommodation.)
- Customer or Student Assistance:
- Serves as a central point of contact for the departments, students, and external constituencies in the resolution of a variety of daily matters. Provides support for the departments by answering telephones and relaying messages, handling follow-up communications as needed, assisting with, and resolving inquiries of students and visitors, providing information and directions, resolving problems, and reviewing and distributing incoming and outgoing mail.
- Assists students in setting up meetings with faculty members as requested.
- Assists students with registration issues.
- Faculty Support: (These responsibilities to be completed as requested by Faculty)
- Handles a wide variety of miscellaneous assignments for faculty in order to facilitate their teaching, to include: the scheduling of rooms and AV equipment for classes and events; requesting keys, ordering and distribution of textbooks; replicating materials used in support of teaching, research, and/or committee work; typing, proofreading, editing, and preparation of class materials; and the providing of assistance in the collection and distribution of student assignments.
- Maintains faculty schedules and schedules meetings.
- Proctors exams and administers make-up examinations to students.
- As requested, maintains content for departmental courses in the Learning Management System (eLearning). This includes uploading PowerPoints, audio recordings, and course materials weekly, and sending out class emails and announcements.
- Handles travel arrangements, transportation and lodging for faculty and student groups as needed.
- Handles incoming/outgoing mail services.
- Attends department meetings as requested.
- Assists faculty as requested with individual projects involving proofreading, editing, and preparing materials for publication.
- Provides administrative assistance with faculty and/or staff searches, as appropriate, to include organizing employment applications, preparing applicant acknowledgements and interview documents, coordinating interview logistics and making travel arrangements.
- Provides guidance and orientation support to new faculty members and helps with the set-up of accounts and identification of campus resources.
- Coordinates communication/orientation for all part-time Faculty:
- Keeps in touch with all full and adjunct faculties regarding departmental business.
- Maintains student schedule and contact information for the faculty.
- Provides basic guidance and orientation support to new faculty members by assisting them in the set-up of accounts and the identification of campus resources.
- Record Keeping:
- Establishes, updates, and maintains department’s files, inventories, and records; implements and maintains data management systems, as required, to include the maintenance of Advisee Records and other departmental information.
- Assists with collection and organization of documents for academic assessment on an ongoing basis and more extensively when required to do so for accreditation.
- Updates records of alumni employment as requested.
- Office/Building Management:
- Maintains academic and facility use scheduling calendars. Works to resolve staffing, scheduling and room assignment issues.
- Maintains tidiness along with the necessary supplies in the building’s common areas and communicates with Facilities about needs that arise for Departmental spaces.
- Orders and maintains office supplies.
- Budget Support:
- Assists faculty with check requests and the reimbursement of expenses.
- Monitors purchases and expenses to include but not limited to books, syllabi, course materials, instructional materials, all office supplies, and travel expenses.
- Completes purchase order requests, check requests and deposits for faculty.
- Assists the chair in ongoing evaluation, allocation, and usage of the budget.
- Manages all paperwork involved in the hiring of student employees for the Department’s programs and processes student worker timecards, maintaining an accurate spreadsheet for accounts.
- Chemistry/Math/Physics:
- Oversees the day-to-day use of the science library reading room and resolves problems as they arise.
- Assists with coordination of special events such as seminars or receptions
- Biology and Nursing
- Assist the nursing chair with committee meetings (Nursing Advisory Board, Faculty, CCBC/Geneva Consortium,
and SEP) by sending notifications and drafting meeting minutes.
- Assist with nursing student retention and completion by helping with maintenance of student tracking sheet.
- Assist with nursing graduate employer satisfaction data collection (phone calls).
- Assist the nursing chair with maintenance of the systematic evaluation plan document and SharePoint site.
- Assist in the preparation of reports and materials for institutional accreditation processes.
- Gather and organize data relevant to accreditation standards and requirements.
- Assist the biology chair in generating a Pre-health handbook.
- Assist the biology chair in scheduling mock interviews for pre-medical students.
- Assist the biology chair with communications related to partnerships.
- Other:
- Provides support for other Academic Programs as requested.
- Performs other related duties assigned.
Secondary Responsibilities: (These are responsibilities that may be delegated in order to make reasonable accommodation for an employee).
Exhibits behavior that is consistent with and supportive of Geneva’s mission, vision, core values, and standards of conduct:
- Geneva Mission Statement: Geneva College is a Christ-centered academic community that provides a comprehensive education to equip students for faithful and fruitful service to God and neighbor.
- Vision Statement: Geneva College will inspire students to integrate faith in Christ into all aspects of life in the real world, and to serve faithfully within their callings for Christ and Country.
- Core Values:
- Serve with grace.
- Pursue Godly wisdom.
- Foster academic strength.
- Engage culture faithfully.
- Inspire vibrant hospitality.
- Honor one another.
- Standards of Conduct: Employees of Geneva College will affirm upon hire, and annually thereafter, their promise to abide by the College’s Standard of Conduct Policy. All employees must conduct their personal affairs so there can be no opportunity for unfavorable reflections upon the Christian beliefs and mission of the College, either expressed or implied. It is expected that employees will conduct themselves in a manner consistent with biblical standards, values, and character. These standards of personal conduct do not apply to family members and/or friends of the employee.
Job Requirements - Administrative:
- General: Individuals must possess the knowledge, skills, and abilities listed or are able to explain and demonstrate that they can perform the essential responsibilities of the job, with or without reasonable accommodations in order to safely perform the essential responsibilities of the job.
- Physical: Must be able to perform the following: talking, hearing, and seeing. Must have sufficient manual dexterity to be able to operate all office equipment including, but not limited to computers, printers, copiers, scanners, and telephones.
- Confidentiality: Individuals must recognize that management of data, including personal information, grades, budgets, programs, and policies is necessary to the operation of the College. Such information must be kept private and confidential for the protection of the College and to obey Federal and/or State laws. Should there be doubt as to whether a certain matter is to be protected, it should be discussed with your supervisor before making a disclosure.
- Mental: Must be able to reason, analyze, prioritize, conceptualize, make judgments, and solve problems.
Qualifications:
- Minimum:
- Education/Certification: High School Diploma or GED with helpful course work/certification in office management or administration.
- Experience: Six months to four years of experience in a secretarial, office, or administrative assistant position. Skill/Abilities: Able to exchange information clearly and concisely, resolve questions and problems in a professional manner, manage workflow and communicate with the supervisor, comprehend simple instructions, short correspondence, and memos, and prioritize tasks and manage in an atmosphere of frequent interruptions. Possesses the skills of demonstrated high levels of accuracy and attention to detail, demonstrated effectiveness in communications both verbally and in writing, and has proven experience in effective working relationships. Strong typing and computer skills. Possess a strong basic knowledge of the Microsoft Suite, particularly with Word and Excel. Must be flexible and able to work independently. Able to meet deadlines. Skilled in organizing resources and establishing priorities. Proficient in using the advanced search techniques of major search engines and the use of a variety of internet browsers. Ability to complete online forms and applications and navigate in an online environment.
- Christian Commitment: An eligible candidate must be a thoughtful and articulate Christian and an active member of a Protestant evangelical Christian church. Preference will be given to the candidate who supports and has an articulate understanding of the Reformed faith. An eligible candidate must understand and support the College’s “Foundational Concepts of Christian Education” by expressing an evangelical Christian profession of faith and demonstrate the ability to integrate a Christian perspective in their work.
- Preferred:
- Education/Certification: Some post-secondary coursework at a college, university, or technical school in a related field.
- Experience: Four or more years of experience in a secretarial or administrative assistant position at a college or university, ideally in an academic department.
- Skill/Abilities: In addition to the skills and abilities listed under minimum requirements: Advanced computer skills with extensive experience using Word and Excel; familiarity with educational software; ability to analyze and solve problems creatively; ability to make administrative decisions and judgments, when necessary, familiarity with eLearning and the purchasing modules on myGeneva.
