Administrative Assistant - Paul College

Job description

USNH Employees should apply within Workday through the Jobs Hub app Under the broad supervision of the Team Lead of the Paul Administrative Support Services (PASS) Team, and working in close coordination with the PASS Team, this part-time Administrative Assistant III is assigned to support one or more academic departments within Paul College. The incumbent works closely with department chairs, faculty, and other units to provide diverse administrative and operational support. The position works independently within established procedures and exercises judgment and problem-solving skills in carrying out day-to-day administrative activities and supporting the execution and logistics of academic departments at Paul College. Additional responsibilities may include assisting with the promotion of department events and activities through print and digital channels; supporting routine purchasing, travel, and expense processes; preparing materials as needed for courses, correspondence, and meetings; assisting with department committee, meeting, and event scheduling; responding to requests for information related to department programs and activities; supporting travel arrangements; attending meetings and recording proceedings; applying departmental and University guidelines, policies, and procedures; and handling confidential materials with discretion. As a member of the PASS Team, this position contributes to a collaborative, shared-services model of administrative support across Paul College academic departments and may be called upon to provide coverage or assistance to other departments within the PASS Team structure as operational needs and priorities change. This is a part-time, adjunct (non-benefited) position at 0.5 FTE (20 hours per week) based on campus at Paul College in Durham, New Hampshire. The regular work schedule is Monday through Friday, 7:30 a.m.–12:00 p.m., inclusive of a required 30-minute unpaid break each day while classes are in session, with flexibility during non-class weeks (Winter/Spring break, Summer, etc.). The position is expected to work on campus five days per week to support the operational and coverage needs of the College. Some flexibility in scheduled hours may occasionally be required to support department or College events and other operational needs. This position is contingent upon the availability of funding each fiscal cycle. Continuation of the role is subject to annual review and budget approval. This position is not eligible for institutional benefits. Duties/Responsibilities: Department Operations Support (50%) Serve as a primary point of contact for internal and external inquiries from departments, students, parents, alumni, and partner organizations; coordinate academic program details, identify and resolve problems, and provide specialized program information via phone and email. Create and initiate written correspondence in accordance with professional business and academic standards. Coordinate schedules for academic and departmental meetings, lectures, events, and conferences involving faculty, staff, industry professionals, alumni, and students; reserve space and oversee telecommunication needs; arrange and manage virtual meetings (e.g. Teams or equivalent platforms); participate in and record meeting proceedings as requested; prepare, format, and distribute agendas and minutes in a detailed, professional format. Coordinate with other PASS Team administrative staff to ensure adequate coverage across departments during vacations, sick days, and other absences. Collaborate with relevant campus offices (e.g. Career Services, Dean's Office) as requested. Maintain existing secure online file-sharing, storage, and collaboration platform for department and faculty files, shared in coordination with faculty, staff, and other offices as appropriate. Assist faculty with proctoring arrangements and exam scheduling, including coordinating with testing/accessibility services for students with academic accommodations; reserve rooms for makeup exams and arrange for classroom proctors as requested. Support faculty recruitment efforts by coordinating departmental faculty schedules for candidate interview itineraries and assisting with the organization and management of candidate visits in coordination with the Dean's Office. Project and Events Support (30%) Provide a wide array of complex program support and technical and administrative assistance related to the coordination, planning, organizing, and management of department-level events, which may include symposiums, conferences, faculty presentations, competitions, open houses, admitted student days, and student club activities. Design, create, and produce publications and event collateral including, but not limited to: presentations, event flow documents, timelines, programs, promotional materials, brochures, flyers, posters, invitations, correspondence, print and digital signage, and website content; coordinate appropriate outreach and marketing activities as assigned. Support event logistics including: researching and securing event venues and rooms; creating promotional content; assisting with event publicity efforts; arranging technical support and catering; maintaining related supplies and equipment; monitoring participant registrations and tracking attendees; printing name-tags and other event materials; ; supporting guest as needed; providing program information to participants and speakers; and other related supportive day of execution needs. Financial Support (10%) Exercising discretion and sound judgment, monitor department spending via established processes that support department funded programs, projects, meetings, events, clubs, and activities; secure all necessary approvals prior to purchases; review expenses for appropriateness; verify supporting documentation for accuracy. Support travel and expense reimbursements for faculty, students, speakers, and guests; provide guidance on PCard usage and reimbursement requests; verify supporting documentation. Departmental Data Management and other duties as assigned (10%) Create and provide periodic statistical, enrollment, and progress reports using professional business and academic standards. Work closely with assigned department chair(s) to monitor academic course schedules; maintain databases; perform data entry and retrieval; create spreadsheets and reports; and compile enrollment reports. Ensure accuracy of student records and departmental data; adhere to all applicable legal requirements and regulations, including FERPA; maintain confidentiality and discretion when using and conveying sensitive or confidential information. Support faculty in tracking, coordinating, and organizing outside engagement information for department-sponsored events to support accreditation and assessment processes as applicable. Requirements: Minimum Acceptable Education & Experience: Associate's degree or equivalent combination of education and experience. Minimum of 3 years of progressively responsible administrative or office support experience. Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (e.g. Teams). Strong written and verbal communication skills. Demonstrated ability to manage multiple priorities, work independently, and exercise sound judgment. Experience handling confidential information with discretion and in compliance with applicable regulations (e.g., FERPA). Strong organizational skills and attention to detail. Preferred Qualifications: Bachelor's degree in Business Administration, Communications, or a related field. Experience in a higher education or academic department setting. Experience with event planning and coordination. Familiarity with budget monitoring and expense reporting processes. Experience with digital content creation and/or graphic design tools (e.g., Canva, Adobe Suite). Experience with web content management systems. Experience with Workday ERP platform 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 Contact Information for 3 Professional References ​ Applications that are missing any of the required items may not move forward for consideration. Additional uploaded documents not requested in the position announcement will not be reviewed. Compensation Pay Range: $20.00-$21.00 per hour The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire’s lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry. 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 Location: Durham Salary Grade: Adjunct Hourly Staff 00