Administrative Assistant, College Of Business And Economics

Location: Hickory, North Carolina

The administrative assistant provides administrative support for the Dean of the College of Business and Economics, supports the college’s daily operations, serves as the college’s primary contact point for internal and external stakeholders and provides administrative support to the academic programs within the college as well as the LR Center for Entrepreneurship and the Broyhill Institute for Leadership and their public-facing activities. Experience with business office operations, event planning, customer service and social media is strongly preferred.

Specific Job Functions

Provide Administrative Support to the College Dean

• Manage the dean’s office budgets and faculty/staff reimbursement requests.
• Organize and manage the flow of work in the dean’s office suite, formulating appropriate and effective strategies for achieving objectives consistent with unit goals and relative to the needs of both internal and external constituencies.
• Organize and prepare electronic and printed materials for the dean’s signature.
• Maintain records of faculty teaching loads, syllabuses, course enrollments and course evaluations.
• Prioritize essential or sensitive matters and bring them to the dean’s attention; obtain and add any background materials needed to facilitate action. Utilize independent judgment, determine when to act independently and when to refer problems for the dean’s attention.
• Organize and maintain the dean’s complex and active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and making sound decisions to ensure effective use of the dean’s time.
• Schedule/reschedule meetings and appointments and provide all necessary background information and documentation to ensure the dean is prepared and informed.
• Develop the ability to use PowerCampus, EMS, Zoom, Dynamic Forms and other technologies as requested.

Provide Administrative Support to the CBE

• Draft non-routine communications, documentation and reports requiring knowledge of CBE and University regulations, procedures and policies.
• Assist in planning and providing support for CBE accreditation.
• Ensure Program and College submissions are on time and processed accordingly.
• Coordinate with the bookstore on book orders.
• Assist with new faculty and staff onboarding as needed.
• Assist with compiling, confirming and proofreading course schedules.
• Collect and check syllabuses per university policies.
• Provide administrative and scheduling support for CBE employment searches.
• Assist with commencement-related duties as requested.
• Assist with Program and College assessments.
• Other duties and responsibilities as assigned by the dean
• Interpret and apply relevant University and CBE policies, regulations, rules and procedures; serve as a policy contact point for College faculty, staff and students.
• Maintain and update data repositories.
• Prepare written reports and presentations as requested.
• Develop and document clear, equity-based standard operating procedures.
• Collaborate with Admissions and Faculty for student recruitment visits and events.

Promote a Professional and Inclusive Work Environment

• Work cooperatively with others and accept appropriate direction from leaders in the dean’s suite.
• Maintain a calm and courteous demeanor and work productively and efficiently.
• Serve as the primary point of contact for internal and external constituencies and provide hospitality to all guests creating a positive climate within the office.
• Ensure consistent, high-quality work, continuity, productivity, professionalism and confidentiality.
• Actively promote and cultivate diversity and equity.
• Build and maintain a collaborative, welcoming and inclusive environment within the dean’s suite.
• Identify and address areas of concern while maintaining professional and positive relationships with the administrative team and college faculty, staff and students.
• Effectively and professionally communicate with a broad range of diverse individuals who are internal and external to the College and University.

Plan and Execute CBE Events and Projects

• Serve as liaison with the IT team.
• Reserve and prepare meeting spaces for in-person meetings/events.
• Serve as the CBE awards coordinator.
• Provide as-needed planning and support before, during and after CBE events
• Assist with preparing reports and presentations, draft follow-up emails/memos and edit other documents as needed.
• Develop event and project standard operating procedures.
• Organize schedules, invite participants and prepare and distribute all materials in advance.
• Assist with scheduling, planning and publicizing of college events, including the college retreat, faculty meetings, new faculty/staff welcome reception, new student welcome reception, student awards events, CBE student organization events, Center for Entrepreneurship events, Broyhill Institute for Leadership events, CBE Alumni Events, CBE Advisory Board meetings and other internal and external stakeholder events and projects.
• Set up Zoom links and coordinate other technical needs for hybrid meetings.
• Record, maintain and distribute meeting minutes as appropriate.
• Prepare agenda or collect agenda items from participants as needed.

Provide Marketing Support

• Create and distribute CBE publicity.
• Maintain social media presence.
• Create and maintain CBE contact lists.
• Maintain CBE calendars of events and coordinate CBE events with University events and calendars.
• Serve as liaison to Marketing and University Advancement.

Oversee Facilities

• Conduct regular walk-throughs to ensure that offices and classrooms are stocked and technology works.
• Place requests with maintenance, housekeeping and IT as needed.
• Order office supplies per faculty and staff needs.
• Ensure that building bulletin boards and signage are relevant and current.
• Maintain copiers and breakrooms.
• Responsible for Mauney Hall.

Supervisory Responsibilities

• Oversee part-time staff/student workers as well as graduate assistants
• Provide coaching and training for staff and student workers as needed
• Supervise staff/student workers, including setting work schedules, assigning tasks and assessing performance

To ensure full review, completed applications must be submitted by May 19, 2022, and the search will continue until the position is filled. If you have any questions about the position or the search process, submit them electronically to the search committee chair, Craig Schreiber, Ph.D., at [email protected] .

Department: College of Business and Economics (CBE)

Wage Class: Hourly (40 hours/week)

Reports To: Craig Schreiber

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