HR at Thomas More College

Job Postings

Administrative Assistant, Dean of Arts & Sciences

Department: Academic Affairs
To Apply: Send resume and cover letter to hr@thomasmore.edu
Contact: Laura Custer, Director of Human Resources
email: hr@thomasmore.edu
phone: 859-344-3314

 Basic Purpose

To assist the Dean of Arts and Sciences with day-to-day functions of the college to ensure that the office operates effectively, efficiently, and professionally to support the University’s mission.  This is a half-time position of 18-24 hours per week, reporting directly to the Dean.

Core Competency Skills Required

·         Focus on details

·         Possess excellent computer skills (Excel, Microsoft Office, etc.)

·         Demonstrate initiative and be a self-starter

·         Manage multiple projects simultaneously and meet deadlines without direct supervision

·         Utilize strong interpersonal skills in working with faculty, staff, students, alumni and community contact

·         Maintain the highest level of confidentiality

 

Principle Activities

 

·         Assist the Dean with the day-to-day functions of the college and its program enhancements.

·         Perform general administrative assistant duties, including answering telephones, greeting office visitors appropriately, sorting and distributing mail, responding to email requests, etc.

·         Assist in keeping all forms.

·         Create, prepare, process, post and retrieve documents/forms/spreadsheets utilizing Microsoft Office software, Canvas, and other internal systems as required.

·         Order supplies and maintain all records of invoices and purchases.

·         Assist in the management of due dates for various reports, projects, surveys, syllabi, etc.

·         Prepare and publish instructor office schedules.

·         Work with all programs as deemed necessary by Dean of Arts and Sciences.

·         Maintain orderly physical and digital office filing systems.

·         Maintain digital copies of common and course syllabi.

·         Announce and track all class cancellations.

·         Process Dean’s expenses as well as facilitate reimbursements and invoices from programs.

·         Carefully monitor and track expenses versus budget for each department.

·         Organize and maintain the Dean’s schedule, plan in-person meetings, arrange travel, take minutes of meetings, and send messages as needed.

·         Perform other duties as assigned by the Dean.

Education, Specialized and/or Technical Knowledge Requirements

·         High school education

·         Minimum of 2 years related experience

·         AA or BA degree preferred

 

Physical and Mental Demands

·         Frequently required to sit at a desk/workstation for long period of time.

·         Ability to work at a computer for extended periods of time.

·         Digital dexterity and hand/eye coordination in operation of office equipment.

·         Light lifting and carrying of supplier, files, etc.

·         Ability to speak to and hear employees/clients via phone or in person.

·         Body motor skills sufficient to enable incumbent to move around the office equipment.

·         Ability to analyze data and other reports and make recommendations.

·         Compare, decide, direct, problem solve, analyze, instruct and interpret.