PT - Administrative Assistant for the Office of Academic Affairs

Job Summary

The Administrative Assistant functions as the first contact with all students, staff, faculty, and visitors who come to the office of academic affairs. This position serves as the “face” of the office and is charged with maintaining the service-oriented posture to which the office is committed. General office tasks include managing telephones and word processing in a fast-paced environment. This role functions as administrative support for various projects through the office of academic affairs as assigned. Under the direction of the Office Manager, the Administrative Assistant is responsible for administrative support for the Dean of Faculty, Dean of Educational Effectiveness, Director of Academic Administration, and other office staff.

Duties/Responsibilities

• Greet and direct visitors, answer phones
• Support the general email ado@dts.edu
• Sort mail—twice a day
• Maintain/route newspapers, magazines and newsletters
• Scheduling for academic affairs staff as needed
• Order and manage faculty lounge coffee supplies and magic fridge drinks.
• Order and manage supplies for the office
• Maintain Academic Affairs bulletin boards
• Birthday Cards: Acquire signatures/send Birthday cards to faculty and administrative assistants. Each month secure list from HR, give to AA and staff for signature, send cards to faculty a few days prior to their birthday.
• Submit facilities and IT work requests as needed
• Assist in managing faculty, adjunct, visiting, GTA, reader, and grader data for Academic Affair.
• Assist in Commencement events; Chapel, BBQ, and Commencement Ceremony as needed.
• Assist with Student/Commencement Awards chapels: administrative tasks and communication between the departments and the award recipients
• Assist in events hosted by the Office of Academic Affairs as needed
• Assist with other administrative tasks as needed

Qualifications

- Must enjoy working with and interacting with others

- Strong written and verbal communication skills

- Able to communicate interdepartmentally

- Able to multi-task in a fast-paced environment

- Must have good organizational skills and attention to details

- Must have computer experience and be familiar with Microsoft Office Suite

- Must have strong telephone skills

- Must be flexible

- Must have positive personality

- Must have good attendance and be punctual

- Must be able to handle confidential materials

Education and Experience

- Bachelor’s degree preferred.

- Familiarity with DTS

- Proficiency in Microsoft Office Suite, including Word, Excel, Teams, and Forms

- Typing: 60 words per minute

- Familiarity with database systems

Physical Requirements

- Prolonged periods of sitting at a desk and working on a computer.

- Must be able to lift up to 15 pounds at times.

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