Administrative Assistant - Adjunct

Job description

USNH Employees should apply within Workday through the Jobs Hub app This role operates in a high-volume, fast-paced environment and requires an individual who can adapt quickly and efficiently to changing demands. The position involves managing a heavy flow of tasks and interactions, necessitating the ability to shift gears seamlessly and prioritize responsibilities on demand. The ideal candidate must thrive under pressure, demonstrate excellent multitasking skills, and maintain a calm, professional demeanor in a dynamic setting. This position involves day-to-day administrative operations for the School of Business, including but not limited direct support of Executive Director, to front-line reception, managing phone, mail, and email correspondence, overseeing office supplies, maintaining the copy machine and its supplies, handling catering and key orders, and processing Plant and IT work orders. Additional responsibilities include managing faculty and student mailboxes, signage, parking passes, 25 Live scheduling, and coordinating with Chartwells. The role also involves advising and providing services to students as outlined in the Collective Bargaining Agreement. This position will also provide event assistance for School of Business affiliated events and student events as needed – i.e. Panther Pitch, Climb Above Addiction, Rail-Jam, Teddy Bear Toss, Open House, Mix & Mingle, Honors Ceremony etc. Engagement in and participation with student and faculty retention activities for the School of Business. The School of Business is the largest academic program at PSU. The size and complexity of the school requires enormous organizational functionality. We have tried to function without an AOM or AOM-like position and have found it impossible to satisfactorily manage the workload. Without this position, the efficiency and effectiveness of the business academic offerings would be severely challenged. Duties/Responsibilities: (70%) Student and Faculty Support : Provide daily support to students and faculty, addressing needs as they arise. Sales Institute Support: Coordinate travel, event logistics and execution, documentation management including receipts Executive Director Administrative Support : Provide support to Executive Director when requested Reception Responsibilities: Front Desk oversight involves providing coverage during operating hours and ensuring that work-study students are available to assist with both coverage and ongoing projects. Inthe absence of work-study support, this position will directly manage the front desk duties. Front desk hours are from 8:00 AM to 4:00 PM. Budget and Financial Coordination: Assist with budget tracking and purchasing, including UShop and other financial systems, in collaboration with the Executive Director (Budget Manager). ACBSP Accreditation: Support all aspects of the ACBSP accreditation process, ensuring timely and accurate documentation leading up to all required report submissions. Responsible for ensuring ACBSP web content is up to date. Course Scheduling & Data Management: Enter, maintain, and audit data in the Banner system for both undergraduate and graduate course scheduling. Academic Forms Management: Process undergraduate and graduate student academic forms,ensuring faculty approval and submission to the Registrar’s Office. Program Communication & Outreach: Distribute program information and support academic initiatives through displays, digital monitors, bulletin boards, and other forms of communication. Student Worker Management: Manage student worker hiring, training, scheduling, and delegation of daily tasks. Facilities and Event Coordination: Manage scheduling for the School of Business conference room,handle room change requests and oversee classroom and event location management. Academic Forms Management: Process undergraduate and graduate student academic forms,ensuring faculty approval and submission to the Registrar’s Office. Travel and Hotel Coordination: Responsible for assisting with all aspects of travel, including conference booking, hotel, rental car, bus transportation and any other needs for travel Receipt Management and Reimbursement Processing: Oversee the complete receipt and reimbursement process for faculty, including the collection, documentation, and organization of allreceipt-related items. Ensure timely and accurate completion of required forms, submitting reimbursement requests for approval, and coordinating with finance for the processing of payments in compliance with university policies. (20%) Course Scheduling & Data Management: Enter, maintain, and audit data in the Banner system for both undergraduate and graduate course scheduling. Faculty Activity Reporting: Collect, organize, and disseminate faculty activity data, including work plans,CV’s classroom observations, and semester availability forms. Compliance Tracking: Document and track compliance for various financial processes, including direct pays, reimbursements, professional development funds, and faculty/student travel. Human Resource Support: Assist with employee onboarding, orientation, and compliance with Department of Labor laws and university policies. Manage payroll approval for student workers. Project Management Liaison: Act as an administrative liaison for project management within the program, discipline, and university. Document and Systems Management: Maintain electronic documents and collaborate across platforms such as Teams, SharePoint, and Workday. Faculty Meeting Coordination: Organize faculty meetings and retreats, including scheduling and minute-taking. Professional Development Fund Management: Oversee accounting and disbursement of professional development funds for faculty. Cross-Campus Collaboration: Attend campus-wide meetings as needed and participate in professional development activities. Public Relations & Marketing: Support campus-wide bulletin board PR efforts and collaborate with other Academic Units for cross-marketing initiatives. New Hire Onboarding & Campus Services: Coordinate new hire onboarding with HR and OAA,including key requests, parking permits, and campus ID processes. Facility Readiness: Ensure the Student Business Lounge, Innovation Hub and all academic spaces are prepared for daily use. Faculty Activity Reporting: Collect, organize, and disseminate faculty activity data, including work plans, CV’s classroom observations, and semester availability forms. (10%) Award Management: Oversee program-related grants, student awards, scholarships, honor societies, and course fees. Policy and Procedure Communication: Assist in communicating and improving policies and procedures, ensuring adherence to PSU and USNH regulations. Facility Readiness: Ensure the Student Business Lounge, Innovation Hub and all academic spaces are prepared for daily use. Additional Duties: Perform other tasks as assigned by the Executive Director and AOD. Requirements: High School diploma or 5-7 years' experience Knowledge of Microsoft 365 suites Ability to handle a high-volume environment Preferred Qualifications: Workday experience Ellucian Banner experience Applicant Instructions: Applicants should be prepared to upload the following documents when applying online within the My Experience: Resume/CV section of the application: (Maximum of 5 Documents) Resume/CV Cover Letter Compensation Pay Range: $25/hour Plymouth State University offers high-quality baccalaureate, graduate, and doctoral degree programs. Through research and innovative community partnerships, the University contributes to the economic, social, cultural, and environmental development of the North Country and Lakes Region of New Hampshire and beyond. Plymouth State University (PSU) is transforming the campus to create a first-of-its-kind university holistically organized around integrated clusters. Our goal is to provide a dynamic interdisciplinary and innovative learning environment. Students, faculty, staff, and community will connect to solve real-world challenges that will benefit people and organizations at all levels. We are a residential and comprehensive university with a warm and engaged learning community focused on teaching excellence and regional engagement. The University is located in the heart of the Lakes Region and White Mountains of New Hampshire and serves approximately 4,300 undergraduate and more than 2,000 graduate students. Surrounded by lakes and mountains, PSU’s 170-acre campus provides students with an outstanding natural laboratory for learning and an ideal setting for outdoor recreation. PSU has consistently earned national recognition for its commitment to community service, environmental sustainability, academic excellence, and employee wellness. EEO Statement The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status. The pay range for this position is listed above. Actual offer will be based on skills, qualifications, experience, and internal equity, in addition to relevant business considerations. More information on benefits can be found here: USNH Employee Benefits | Human Resources Salary Grade: Adjunct Hourly Staff 00 Location: Plymouth