Website John Carroll University

Administrative Assistant II


Posting Number: AS768P




Under the general direction of the Dean and Associate Deans, the Administrative Assistant provides administrative support for the College of Arts & Sciences (CAS) in accordance with established guidelines and procedures. This position reports directly to the Dean and is critical for the smooth functioning of the College of Arts & Sciences. It requires a high degree of professionalism, discretion, tact, sensitivity, independent judgment, and the ability to multitask. The ability to interact effectively with senior administrators, executive staff, faculty, alumni, staff, and students is important to the successful performance of the duties of this position.


Duties and Responsibilities:


• Manage administrative duties, including phone/reception, screening, and scheduling for the Dean and Associate Deans. Greet visitors and perform general office duties including filing and record keeping.

• Prepare documents for the Dean’s office; maintain, manage, and archive files for the Dean’s office and the College.

• Organize and facilitate administrative activities associated with faculty hiring, tenure & promotion, expense reconciliation, faculty evaluations, and annual reappointments.

• Support the Dean’s office role in Academic Program review by organizing information, scheduling APR meetings, and communicating/advising department chairs and administrative assistants.

• Manage events held and/or sponsored by the College of Arts & Sciences, including reserving rooms and equipment, tracking RSVPs, ordering food, preparing materials, name tags, etc.

• Take minutes at the CAS Department Chair and Divisional meetings as needed.

• Organize and schedule meetings for the Dean and Associate Deans, including providing briefing material for upcoming meetings and coordinating any necessary travel arrangements.

• Collect, maintain, and track syllabi files for all courses in the College of Arts & Sciences.

• Work with CAS Data and Communications director to implement CAS faculty travel request process.

• Coordinate with CAS departments and Student Success Office to collect and maintain advising/registration information.

• File and track academic dishonesty reports.

• Maintain the College of Arts & Sciences calendar.

• Track entry and compile reports of all part-time faculty contracts for the college. Process contracts for faculty teaching Fine Arts classes.

• Process stipends, grade changes, independent study contracts, self-designed major and minor requests, addition to schedule forms, and addition to banner catalog forms.

• Mail and publish the dean’s list each semester.

• Hire and supervise work-study student(s); oversee hours, schedules, employee payroll entry, assigning student worker responsibilities, and ensuring completion of assigned tasks.

• Assist students with any questions, processing petitions, appointments, etc.


Required Qualifications:


• High school diploma or equivalent.

• Two or more years of relevant experience in an office setting.

• Office management and budgeting experience.

• Microsoft Office (Word, Excel, PowerPoint, Access) and its G-suite equivalents.

• Database management experience.

• Excellent organizational skills and people skills to deal with large number of faculty, students, and recruiters.

• Ability to direct work of others.

• Must be adept at multi-tasking.

• Interest in understanding and supporting John Carroll’s mission to inspire individuals to excel in learning, leadership, and service in the region and in the world.


Preferred Qualifications:


• Associate or Bachelor’s degree.

• Three or more years of relevant experience in an office setting.

• Experience with Banner or other Enterprise Resource Planning (ERP) software.


Normal Working Hours and Conditions:


Physical Requirements :


Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other office locations and to verbally communicate to exchange information.


About John Carroll University:


John Carroll University is a private, coeducational, Jesuit Catholic university, founded in 1886, dedicated to developing people with the knowledge and character to lead and to serve. The University is located in University Heights, Ohio, an attractive residential suburb 10 miles east of downtown Cleveland. Academically, the University consists of the College of Arts and Sciences and the Boler College of Business, which both include graduate programs. The University offers 39 Academic Programs in the arts, social sciences, natural sciences, and business at the undergraduate level, and in select areas at the master’s level.The University enrolls approximately 2,500 undergraduate students and 500 graduate students and has a student-to-faculty ratio of 14:1. John Carroll University is one of 27 Jesuit universities in the United States and has been listed in U.S. News & World Report magazine’s top 10 rankings of Midwest regional universities for more than 30 consecutive years.


EEO Statement:


John Carroll University is an Affirmative Action, Equal Opportunity Employer. The University is committed to diversity in the workplace and strongly encourages applications from women and minorities, veterans and individuals with disabilities.


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