English Administrative Assistant

Position: English Administrative Assistant

Department: College of Arts and Sciences

Status: Full-Time

Position Summary:

The successful candidate will serve as the Administrative Assistant to the Chair of the English Department and to the Honors Program Director. This position requires the ability to exercise good judgment in a variety of situations and to be able to maintain and complete multiple projects simultaneously. Excellent interpersonal skills, a keen willingness to learn, and a professional appearance and demeanor are key components to the success of this role. This individual will perform a variety of administrative duties that require diplomacy, sensitivity, and strict confidentiality.

Essential Duties and Responsibilities:

• Serve as key contact person for the department via phone, email, and in person.

• Assist Chair of department and all instructors with any clerical and/or administrative needs.

• Assist Honor Program director and Honor Program faculty with administrative/clerical tasks.

• Monitor supply inventory and place orders to ensure all essential items are on hand.

• Submit service requests to IT as needed for faculty computers and accounts, classroom technology problems, and Xerox copier repairs and supplies.

• Submit requests to Facilities Management for any building repairs/maintenance needed.

• Closely monitor specific budget lines in the departmental budget.

• Prepare and submit adjunct/overload payroll to Dean’s office every semester.

• Hire and supervise student workers for the department.

• Manage department social media and website pages.

• Assist with end-of-semester-year events for graduating seniors and English majors.

• Assist faculty with travel-related tasks such as reserving vehicles, air travel reservations, obtaining student travel waivers, etc.

• Assist with orientation sessions and visitation day events by coordinating faculty coverage, booking conference rooms, providing departmental information brochures, etc.

• Assist with coordinating various departmental meetings and events including booking rooms/locations and placing orders for catering.

• Prepare and submit requisitions, travel expense/reimbursement vouchers, check requisitions, receiving reports and other various departmental reports as needed.

• Assist students with various requests and needs such as obtaining Chair’s signature on various forms and with getting messages to their advisors and/or instructors, etc.

• Assist Admissions office periodically by preparing and mailing “Welcome” letters from department chair to accepted students.

• Take and transcribe minutes at monthly department meetings.

• Submit textbook orders for the department every semester.

• Assist with hiring process for full-time and adjunct faculty.

• Review/proof travel expense reimbursement forms for faculty and submit to Dean’s office.

• Approve meeting room reservation requests for Kivett Hall classrooms and conference room through university Event Management System (EMS).

• Serve as Kivett Hall building coordinator for the University Safety Committee.

• Assist advisor and staff of The Lyricist, the department’s annual literary publication, with various administrative tasks.

• Assist advisor of Sigma Tau Delta with tasks of yearly membership drive and travel arrangements.

• Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Education/Experience:

• Associate or bachelor’s degree preferred.

• At least 3 years or more experience in administrative work; preferably in an academic environment or equivalent combination of education and experience.

• Proficiency in Microsoft Word, Outlook, Excel, PowerPoint, Internet, and Social Media

• Familiarity with standard office equipment and its usage.

• Experience in a higher education or non-profit sector is also preferred.

Knowledge, Skills, and Abilities:

• Strong organizational and customer service skills are essential.

• Communicate effectively to all groups through both oral and written channels.

• Maintain strict confidentiality and attention to detail.

• Demonstrate tact, a positive attitude, courtesy and discretion in dealing with trustees, faculty, staff, students, high-level university officials and the public.

• Work independently as well as function effectively in a team and within a diverse group of people.

• Exercise independent judgment in complex and new situations.

• Manage multiple, concurrent projects, and meet strict deadlines.

• Detail-oriented and willing to work in a changing environment.

• Broad knowledge of Campbell University policies and procedures, including, but not limited to; Title IX, HIPAA, and FERPA guidelines.

• This position demands accuracy, honesty, integrity and the ability to work within the Christian mission of Campbell University.