Administrative Assistant

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Administrative Assistant

Category:

Administrative Support

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Department:

Social Work [SWK]

Locations:

Fairfield, CT

Posted:

Apr 10, 2023

Closes:

Open Until Filled

Type:

Full-time Non-Exempt

Position ID:

160987

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About Sacred Heart University:

As the second-largest independent Catholic university in New England, and one of the fastest-growing private doctoral institutions in the U.S., Sacred Heart University is a national leader in shaping higher education for the 21st century. SHU offers nearly 90 undergraduate, graduate, doctoral and certificate programs on its Fairfield, Conn., campus. Sacred Heart also has a campus in Dingle, Ireland, and offers online programs. More than 10,000 students attend the University's nine colleges and schools: Arts & Sciences; Communication, Media & the Arts; Social Work; Computer Science & Engineering; Health Professions; the Isabelle Farrington College of Education & Human Development; the Jack Welch College of Business & Technology; the Dr. Susan L. Davis, R.N., & Richard J. Henley College of Nursing; and St. Vincent's College. Sacred Heart stands out from other Catholic institutions as it was established and led by laity. The contemporary Catholic university is rooted in the rich Catholic intellectual tradition and the liberal arts, and at the same time cultivates students to be forward thinkers who enact change-in their own lives, professions and in their communities. The Princeton Review includes SHU in its Best 388 Colleges-2023 Edition, and Best Business Schools-2023 Edition. Sacred Heart is home to the award-winning, NPR-affiliated radio station, WSHU, a Division I athletics program and an impressive performing arts program that includes choir, band, dance and theatre. www.sacredheart.edu

View SHU's Faculty Experts Here

Job Description:

The successful candidate for this position will be able to provide administrative assistance to the overall functioning of the School of Social Work.

Responsibilities Include:

SSW Dept Budget Responsibilities - Managing: Faculty and adjunct payroll - AOP submissions to CAS & HR, contracts to faculty

Payroll Authorizations & Stipends: Course Development, Field Placement, Advising, CEC, Honorariums, (excludes Field Honorariums & Payroll for Off-Site Supervisors)

Work-study students & GAs, including hiring, training, supervision, & payroll

Inventory, A/P, & Purchasing via P-card, SHUPad, and SHU e-Buy, including supplies, business cards, stationary, equipment rentals, events

Equipment orders, contracts, invoices - Telecom & Computer

Travel requests and expense reimbursement: funded by SSW and/or CAS Dean

Recruitment - job postings on SW websites, candidate travel, local reservations, reimbursements

Physical files of SSW financial records

Catalog, Curriculum, & Enrollment: Scheduling in Infosilem and DCU: BSW & Ph.D. courses

Managing data in Curriculum Management & SHU SSW website for SSW, BSW & Ph.D.

Facilitating student course enrollment: BSW program

Maintaining Master Syllabi: BSW & Ph.D. programs

Collecting and archiving syllabi on Sharepoint for all programs, sections, and semesters

Textbook Updates: Assisting with faculty textbook orders from Publishers: BSW & Ph.D.

Updating BSW and PhD textbooks on SHU Bookstore's Follett Discover online platform

SSW Faculty/Department Administration:

Onboarding new adjuncts & Ph.D. TA faculty

Planning & coordinating SSW, BSW & Ph.D. events, SSW recruitment and CSWE site visits

Maintaining faculty contact sheets, office hours, and directory updates: Teams, SSW website, telecom

Facilitating faculty maintenance of Digital Commons and faculty profiles

Updating CSWE Assessment Data on SHU website: BSW & MSW programs

Managing office operations: repairs/maintenance, equipment contracts & installation, office moves and furniture, maintenance, signs

Responding to phone and email inquiries

BSW Program Administration: Updating BSW Major & Minor information and forms

Responding to BSW Major/Minor inquiries

Processing declarations of Major/Minor; assignment of BSW faculty advisors in Colleague

Maintaining Blackboard materials for BSW events and BSW B.A. Program applications

Communicating with students re: BSW program events

Preparing packets & tracking attendance at Info Sessions

Preparing materials for BSW BA applications and processing applications: communications, distributing application procedures and forms, maintaining digital application files on Teams, providing Excel snapshot of students' application status, sending follow-up emails re: missing application materials, preparing and emailing decision letters to applicants

Maintaining BSW Major & Minor digital student records

Updating and compiling BSW Handbook

Preparing documents and compiling CSWE BSW Self-Study submission: Volumes I, II, and III

Ph.D. Program Administration: Updating and compiling Ph.D. Handbook

Maintaining Ph.D. Student Records

Coordinating Ph.D. Orientation & Pre-Orientation - event planning and management; coordination with Library, Grad Affairs, Sr. CAS & SHU leaders, local hotels

Communicating with Ph.D. students re: logistics and agendas for campus visits and meetings, including pre-orientation and orientation

Other Administrative Duties as Needed

Requirements:

Knowledge and Skills Needed:

Bachelor's Degree preferred;

Experience in administrative support of faculty/program directors and interaction with students;

Knowledge of academic processes and environments preferred;

Experience with social or other health discipline education programs highly desirable;

Ability to develop, organize, and complete projects and tasks utilizing various computer applications (Word, Excel, Teams, Outlook, Zoom);

Ability to learn and manage data in university systems including: Hirezon/Interview Exchange, AOP and Dayforce, Infosilem/DCU, Colleague, Sharepoint, Curriculum Management, Perceptive Content, SHUPad, SHU E-Buy, Concur;

Excellent customer service and communication skills (oral and written);

Excellent problem assessment, problem solving, and judgment capabilities;

Ability to work collaboratively with faculty and staff as needed;

Ability to maintain high degree of integrity, confidentiality, professionalism, diplomacy, and discretion;

Additional Information:

Statement of Personal & Organizational Responsibility for Inclusive Excellence

Inclusive Excellence is the recognition that our institution's success is dependent on how well we value, engage, and include the rich diversity of students, staff, faculty, administrators, alums, and surrounding community. It is a mastery of inclusion that fosters a consistent sense of belonging. Inclusive Excellence is aspirational and is the pillar that guides the mission, vision, and function of this unit.

To achieve Inclusive Excellence, our personal and organizational responsibilities are to:

Actively promote a collegial environment and consciously apply our mission and values to create a culture of inclusion and belonging; a safe space where all may thrive and succeed.

Participate in educational and developmental activities to increase awareness and competencies of issues related to diversity, equity, inclusion, and belonging; apply that understanding to guide your approach to all aspects of your job and the community as a whole.

Demonstrate that we are Stronger Together as described in the Office for Inclusive Excellence statements

Application Instructions:

Please apply online, faxes and emails will not be accepted. A cover letter is appreciated.

Sacred Heart University is a space that respects and embraces differences, recognizes the unique contributions that individuals can make, and creates a community that maximizes the potential of all faculty and staff. As an equal opportunity employer, we encourage applications from qualified candidates who reflect the wider world in which we live.

Company info

Sacred Heart University
Website : http://www.sacredheart.edu