Overview
Assistant Office Manager Jobs in Radford, VA at Montgomery Hassell Inc.
Assistant to the Dean
Summary:
Under the direct supervision of the Deans, this position provides administrative support for all activities in the Fine School of the Sciences (FSOS), the School of Education (SOE), and the Zirkin Center for Excellence in Teaching and Learning (ZCETL). Responsibilities include supporting the deans and academic program administrators, the Director of Field Placements and Partnerships, the ZCETL Director, and the laboratory managers in all areas of operation, including serving as the first point of contact and liaison with internal and external constituencies, coordinating and providing support for internal and external events and special projects, supervising student workers, establishing and maintaining policy and procedure documents, handling confidential documents, and clerical duties. Independent judgment is required to plan, prioritize, and organize diversified workload with designated deadlines. Some evening and weekend hours may be required.
Department: School of the Sciences: Dean’s Office
Education/Experience:
Bachelors degree plus related experience with progressively more responsible duties, or an equivalent combination of education and experience. Preference given for related work experience in an academic environment.
Knowledge/Skills/Ability:
Exceptional interpersonal, cultural competency, and customer service skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Exceptional skills in handling spreadsheet budgets, department invoices, and related analytical tools.
Exceptional written and oral communication skills; strong command of grammar and English usage, to include accuracy in proofreading, composing correspondence, editing and typing.
Expert knowledge of MS Office; Word, Excel, PowerPoint, the Internet, and other relevant software. Ability to operate and maintain standard peripheral office equipment; fax, printer, multiple phone lines, copier, etc.
Ability to take initiative and act with unquestionable integrity and a strong sense of professional ethics.
Ability to manage multiple tasks under pressure and adapt to rapidly changing priorities.
Ability to make administrative and procedural decisions on sensitive, confidential issues and the ability to maintain confidentiality of information.
Ability to research and resolve office management problems and questions.
Exceptional skill in prioritizing workflow and managing resources.
Highly organized with critical focus on detail, accuracy, reasoning, problem-solving skills, and efficient workflow.
Commitment to integrity, excellence, learning, and community.
Ability to travel between campuses as needed.
Ability to work evenings and weekends as needed.
Physical Requirements:
Sedentary work with occasional need for medium work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force constantly to move objects. Sitting, standing, walking, talking, hearing, keyboarding, and repetitive motions. Close visual acuity. Subject to inside and outside environmental conditions, and an office location with potential exposure to science laboratories, chemicals and chemical processes, biologicals and biological processes and magnetic field. Position requires additional hours for meetings and events, including days, evenings, and weekends.
Essential Functions:
Provide administrative support for the FSOS and SOE Deans Offices including supporting the Deans, the Academic Program Administrators for departments and programs, the ZCETL Director, the SOE filed placement director, and the SOS Laboratory Services and Safety team.
Facilitate all FSOS and SOE events, including but not limited to scheduling rooms, arranging set-up, coordinating catering needs, sending invitations as appropriate, and preparing materials such as programs and/or agendas.
Manage faculty/staff profile pages, portal page, and social media, as requested.
Manage scheduling of FSOS and SOE spaces, including maintenance of a schedule of all events in these spaces. Serve as a point of contact for Conference Services in relation to events scheduled in FSOS and SOE spaces.
Serve as the FSOS and SOE liaison to all departments and vendors on campus, including Sodexo, Security, Conference Services, Facilities, OIT, and others.
Maintain data and documents related to compliance and to accreditation of FSOS and SOE academic programs as appropriate.
Effectively supervise assigned graduate and undergraduate students.
Assist in data collection and the generation of reports for internal and external constituencies as needed.
Process financial transactions including travel reports and vouchers, and miscellaneous bills; Serve as initial contact for faculty, students, parents, and the general public. Provide general information to and respond to queries concerning policies and procedures from students, alumni, members of the school, administration, various other schools and departments, and the community in general.
Communicate directives, instructions, messages, and information from the Deans to appropriate individuals and groups as required.
Maintain and update Deans Office files including confidential employee and student records.
Assess needs and prepare for incoming faculty and staff, including assignment of office space, telephone service, supplies, and furnishings and arrangement of any needed training.
Schedule and monitor each Deans calendar. Ensure the preparation and publication of the annual student policy manuals.
Maintain open communication with all constituents, while protecting sensitive and confidential information dealing with a wide range of issues in a busy environment.
Record and prepare minutes of school meetings, as requested.
Maintain and update school and departmental email lists at least twice annually (in fall and spring).
Maintain master calendar of FSOS and SOE activities.
Obtain, organize, and share Academic Affairs documents with the Provosts Office as requested.
Work with the Provosts Office on university initiatives and events as requested.
Work collaboratively with the Administrative Assistant team across Academic Affairs on campus-wide projects and events.
Reports To: Deans: Sciences and Education
Work Location: Owings Mills North
Position Category: Staff
Position Type: Full-Time
Months/Year: 12
Hrs/Week: 40
FLSA: Exempt
Close Date:
Open Until Filled: No
To be considered for this position please visit our web site and apply on line at the following link: stevenson.peopleadmin.com
EOE/AA Employer of Minorities/Females/Veterans/Disability
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Title: Assistant Office Manager
Company: Montgomery Hassell Inc.
Location: Radford, VA
