Job Title: Office Assistant - SCB Graduate Programs
Classification: C4
Department: Seidman Graduate Programs
Updated: February 2024

Job Summary

The position of Office Assistant will provide administrative support to the Seidman College of Business Graduate Programs Office, including staff, faculty, graduate assistants, and graduate students for the PMBA, EMBA, MST and MSA programs. This role requires strong attention to detail, excellent organizational skills, a high degree of accuracy and follow through, strong program management experience, and exceptional customer service.

Essential Functions

• Provides administrative support to the Director of Executive and Corporate Education such as scheduling meetings, managing calendars, making travel arrangements, and other clerical support as needed. Assist the Associate and Assistant Dean’s, unit heads, graduate program faculty with administrative problems or concerns.

• Responsible for the coordination, completion, and quality of the clerical work for the department/office which includes answering telephones, providing information, or routing calls to appropriate person; open and route incoming mail and prepare outgoing mail, including bulk mailings; correspondence; maintain office filing system.

• Performs work of a confidential nature for the Seidman Graduate Program Office by assisting the program director with pre-graduation audits for students and financial matters for programs and unit.

• Coordinate and manages the go2gvmba, go2gvemba, go2gvmsa email sites that responds to questions from current and prospective students, staff, and faculty about all aspects of the university in general and the Seidman College of Business in specific.

• Manages current and prospective student communications including but not limited to graduate program inquiries, admissions process updates, current student program plans and graduate/degree completion audits.

• Manages the coordination of the PMBA/EMBA annual course schedules and course changes. Assist the Associate Dean in reviewing and researching course changes or implementation of new courses. Related to course scheduling, act as liaison between the Dean’s Office and graduate departments/programs staff and faculty as well as the Registrar’s Office.

• Compiles and analyzes data, prepares standard and requested reports, generates correspondence, presentation materials, spreadsheets, graphics, meeting materials, and other similar items using various computer systems.

• Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures and directs individuals to sources of additional information.

• Manages GA hiring and onboarding process to include posting approved job descriptions, facilitates applicant reviews/evaluations, manages contract development/termination, request GA logins, etc.

• Responsible for creating, maintaining, and updating files and record keeping systems; paper and/or computerized.

• Maintains and analyzes a set of complex budgetary records in Workday by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures.

• Creates and maintains electronic content and related materials for the Seidman College of Business (Seidman Graduate website, CMS forms, EMMA, Workday, Lift etc)

• Performs and coordinates scheduling tasks and support services associated with preparing and making arrangements for advising appointments, major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.

• Responsible for ordering office supplies; process various university forms.

• Hires, trains, and supervises student employees.

• Processes student employees in Workday and maintains appropriate records monitoring available dollars.

• Responsible for supporting for the EMBA (Executive MBA) program including ordering catering, arranging books and course materials in partnership with faculty, and logistic question and concerns.

• Coordinates special events and functions to support graduate programs and student professional development.

• Maintains departmental resources, i.e. Admission packets. GMAT information, etc.

• Conducts special projects and assignments as directed.

• Other related 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 efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• 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

• Bachelor’s degree.
• Higher education experience.
• Supervisory experience.

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.

Back to C4 Position Descriptions