Administrative Assistant

SUMMARY This position performs marketing and event planning duties and assists with program administration, program promotion, and recruitment for the Department of Communication and the Master of Arts in Media and Strategic Communication (MMSC) program.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.
Other duties may be assigned.
Event planning.
Assist with the organization of departmental internal, public, and private events, such as receptions, seminars, colloquia, faculty recruiting visits, guest speakers, and other meetings, fulfilling such duties as handling logistics, coordinating advertising, assisting with travel and lodging arrangements, arranging facilities and equipment reservations, and arranging food service.
Program administration.
Assist with onboarding and orienting MMSC and COMM adjunct faculty, tracking and communicating budget results and participating in meetings relating to COMM and the MMSC.
Be responsible for planning MMSC and COMM program work and classroom space, serving as a liaison with Physical Plant with respect to program needs, arranging facilities and equipment reservations, coordinating room schedules.
Complete other tasks relating to administration of the MMSC program as determined by the MMSC program director and COMM departmental chair.
Program promotion.
Assist the enrollment management division and Global Campus with developing, maintaining, and updating the department’s web presence and social media.
Assist with graphics and messaging of the department’s public walls and electronic media.
Publish program news and notes.
Recruiting.
Assist with efforts to recruit students to the undergraduate and graduate programs.
Organize MMSC recruiting events.
Coordinate MMSC input into Admissions materials used for student recruitment, and maintain appropriate MMMSC materials for student recruitment, including the departmental website, brochures, and building presence.
Coordinate faculty involvement in these recruiting endeavors as appropriate.
Administrative assistance.
Coordinate on-line scholarship process by handling written correspondence with donors and scholarship recipients.
Supervise student office assistants each semester by interviewing, overseeing daily operations, coordinating schedules, processing student payroll, and performing performance evaluations to ensure efficient operations.
Process financial transactions by processing and/or preparing vouchers, check requests, deposits, and invoices; and maintain accurate records and handling of COMM monies to maintain financial controls and inform staff regarding the status of the budget and expenditures.
Provide routine administrative support to the department by distributing mail, answering telephone, drafting and editing correspondence, collecting syllabi and curriculum vitae for accreditation, collecting and organizing assessment data, ordering general and multimedia supplies, maintaining calendar, distributing meeting agendas, and minute taking at bi-weekly department meetings.
SUPERVISORY RESPONSIBILITIES This position may supervise one or more student office assistants.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE This position requires a high school diploma or general education degree (GED); three to five years of office experience or equivalent combination of education and experience.
An associate’s degree or bachelor’s degree and experience in accounting or higher education is preferred.
Strong organization, written and verbal communication, interpersonal, supervisory and analytical skills required.
Strong skills with Microsoft Word and Excel required.
Knowledge and experience with WorkDay is preferred.
Ability to manage websites and social media required.
Ability and eagerness to learn and remain technologically up to date required.
COMMUNICATION SKILLS The position requires the ability to greet callers and visitors, answer questions about the COMM and MMSC programs, and employ good communication skills and tact.
Proofread correspondence for spelling, grammar, and content errors.
May occasionally handle confidential information.
COMPLEXITY The position requires the ability to carry out detailed written/oral/diagram form instructions.
Deals with standardized situations involving several variables.
ACCOUNTABILITY The position follows practices or routines that are established by others and/or provides support to faculty teaching in COMM and the MMSC.
DECISION MAKING/JUDGMENT This position regularly requires independent judgment in setting priorities and organizing work to accomplish results.
Some of the responsibilities of this position are performed in accordance with existing procedures and instructions.
WORKING RELATIONSHIPS The position requires frequent interaction with faculty, peers, and masters level students.
Work is usually accomplished individually or one-on-one with regular supervision.
PHYSICAL DEMANDS/WORK ENVIRONMENT The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
The work in this position is performed within routine office conditions, usually without exposure to hazardous or unpleasant conditions.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
FAITH and EDUCATIONAL COMMITMENT 1.
Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.
2.
A commitment to the Christian faith and to the integration of faith, learning, and student development.
DIVERSITY COMMITMENT Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including, but not limited to, race, gender, physical limitations, class, or religious perspectives.