Administrative Assistant, College of Business – (180503)
The College of Business at Embry-Riddle Aeronautical University’s Daytona Beach campus is seeking an Administrative Assistant to support the department chairs and faculty members by coordination of administrative activities.
Responsibilities include the following:
Maintain academic documents such as syllabi, course outlines, faculty office hours, class and office hour cancellations, course monitor lists (undergraduate and graduate), Campus Solutions enrollment reports for department chairs, independent course study forms, etc. Maintain semester records, such as address lists, rosters, copy codes and long distance codes for full time and adjunct faculty. Maintain monthly college event calendar. Prepare and maintain master textbook lists and records.
Serve as "Assistant Director" of the Center for Entrepreneurship by supporting Center activities as assigned by the Center Director.
Hire and schedule Student Assistants for the academic departments of the College of Business. Directly hire and supervise student employees, both undergraduate and graduate, approximately 10 per semester. Coordinate the submission and approval of student time cards (verifying for accuracy). Order office supplies, educational materials, forms (including Scantron forms), copy paper, etc. as needed.
Register faculty members for conferences and assist in travel planning and completion of expense reports.
Serve as office manager of the faculty suite. Perform all necessary duties to keep faculty suite running efficiently, including facilitation of repairs to college equipment (copiers, computers, facilities, etc.), maintaining office supplies, providing office coverage in the Dean’s suite as needed, and coordination of office assignments/moves.
Serve as the Professional Education Course Program coordinator and organizer, duties listed below.
Facilitate creation and distribution of marketing materials – i.e. flyers, email, and advertising for outside sources.
Contact potential marketing sources and coordinate material and distribution dates.
Facilitate maintenance of College of Business portions of proed.erau.edu website.
Arrange catering for all College of Business professional education courses.
Responsible for all printing relating to professional education courses, such as course materials, agendas, name badges, etc.
Secure meeting space for professional education courses.
Make travel arrangements for instructors as necessary.
Communicate with potential attendees, answering questions and referring to others as necessary.
Maintain schedule of professional education courses over academic years.
Serve on College of Business Professional Education committee.
Recommend and purchase course materials, i.e. notepads, pens, folders, etc.
Departmental and College Event facilitation.
Attend monthly College and weekly Staff meetings within the College of Business. Also attend Department meetings when scheduled.
Attend all meetings regarding Administrative Assistant updates on policies & procedures.
Facilitate departmental events and meetings by reserving rooms, ordering food from Sodexo, and sending calendar invites.
Assist Dean’s Assistant in event planning for IAB, College Retreat, Holiday party, Student Employment Appreciation week.
Assist with College events such as Campus Showcase, Family Weekend and Entrepreneurship Expo.
Serve on college committees as directed, such as IAB, Professional Education, Entrepreneurship.
Provide the following support for our PhD program:
Coordinate with applicants, PhD committee and Graduate admission to update application progress through the system.
Follow up with applicants on their questions and provide feedback.
Help with logistics for the PhD marketing materials.
Work with the PhD committee to schedule meetings, arrange skype interviews with the applicants and keeping everyone informed.
Work closely with the admitted students for their poster presentations.
Help with the PhD residency program including agenda, logistics, guest speakers, library, faculty and the university administration.
Respond to PhD program inquiries via email and telephone.
Work with marketing on PhD program promotion.
Edit PhD program literature on the ERAU web site and in the catalog description.
Associate’s degree or completion of program of 18+ months after high school.
Minimum of 3-5 years of administrative experience.
Strong oral and written communication skills.
Excellent customer service skills.
Proficiency with Microsoft Office Suite, including Word, Excel, Outlook and PowerPoint.
Strong ability to multitask.
Previous experience working within higher education.