Job Title: BCOIS Office Assistant
Classification: C4
Department: BCOIS Dean’s Office
Updated: May 2019

Job Summary

Provide professional office support for the Brooks College Dean’s Office Assistant, reports to Associate Dean. Full time position; normal expectation is 8am – 5pm, with occasional work on evenings or weekends to attend selected College events in lieu of normal work hours a few times per year. Flexible scheduling of the 40-hour work week is possible in summer (May –July).

Essential Functions

• Coordinates a variety of duties for a department/office/division in which discretion and/or judgment concerning the procedures to use or policies to follow is required. 
• Provide support to the Dean and Associate Dean by assisting with academic and service programs within the college.
• Manage/maintain the Dean and Associate Dean’s calendars.
• Hire, train and supervise student employees; maintain appropriate records; process timecards, plan student wages budget; mentor students and complete student learner contracts.
• Ensure smooth coordination/completion of high-quality clerical work for the department/office, which includes serving as liaison between the Dean’s office and the university.
• Schedule, plan and facilitate high-profile events, meetings, conferences, exhibits, travel, and other related duties for both internal and external contacts.
• Receive information in various forms, determine the appropriate method of processing and/or routing; disseminate information that may require explanation and interpretation of university and departmental policies and procedures, and direct individuals to sources of additional information.
• Provide clerical support for various Brooks College committees, including shared governance elections, emailing committee members, coordinating room reservations, assisting with AV equipment and taking minutes.
• Organize and implement processes for unit heads, program coordinators, and directors related to their annual performance reviews and appointments/reappointments.
• Recruit/coordinate faculty and staff to represent the college and university at various events.
• Assist with clerical duties associated with staff searches; coordinate new employee processing.
• Manage College nomination process for faculty and staff awards.
• Process registration forms, travel and expense forms, key requests, requisitions, IDCs, I-9s, and other university forms for Brooks College.
• Generate reports, memorandums, correspondence, presentation materials, spreadsheets and graphics, and other similar materials using computer systems.
• Compile and format statistical data and reports; create, maintain and update files and record- keeping systems (paper and/or computerized).
• Oversee purchasing card and reconcile statements for Brooks College.
• Provide information/reporting to executive branches as requested.
• Serve as backup support when other PSS within the college are out of the office.
• Complete other duties as assigned.

Non-Essential Functions:

Not Applicable.

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills. 
• Possess strong verbal and written communication skills. 
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects. 
• Demonstrated experience to successfully handle multiple demands effectively.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Some college course work.
• Higher education experience.
• Supervisory experience.
• Event planning experience.
• Experience creating online forms, surveys and other documents.
• Experience with registration systems.
• Budgetary experience.
• Strong desire to learn and grow in position.

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed 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.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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