Human Resources

ADMINISTRATIVE ASSISTANT

Apply now Job no: 492901
Appointment Type: Staff Full-time
Department: Dean Acad Dept Pgms
Categories: Staff
Position Grade: CSVI

Work Days: Monday-Friday
Shift Start/End Time: 8:30 am-5:00 pm
Hours Per Week: 40
Weeks Per Year: 52

The Administrative Assistant to the Dean of Academic Departments and Programs provides administrative support to the Interdisciplinary Programs and the General Education Program at Union College.

Qualifications:

  • Associate's degree required.
  • A minimum of six years of secretarial experience required with at least two years at a departmental level, prior experience with an academic institution is preferred.
  • Professional experience in book keeping required.
  • Excellent interpersonal and communication abilities. 
  • Ability to maintain the highest level of confidentiality
  • Demonstrated initiative and ability to work independently under general supervision in a flexible work environment.
  • Ability to work with various personality types and people of diverse backgrounds
  • Ability to learn “new things” very quickly; flexibility is also important.
  • Excellent computer skills including, mastery of Word, Excel, Microsoft publisher, Qualtrics, and Drupal.

Responsibilities:

  • Use Microsoft publisher to design and publish newsletters, public brochures and course events for IS programs.
  • Design and maintain ITS program websites.
  • Process applications to New York State Department of Higher Education for program accreditation.
  • Oversee IS program budgets; prepare reimbursement requests, personnel action forms, and honorariums.
  • Manage purchase orders and invoice transactions; track expenses as required.
  • Submit course schedules and final exam schedules to Registrar for Environmental Engineering, ESPE, Film Studies and ISC.
  • Maintain database of IS students major/minors.
  • Conduct honors thesis and senior exit survey for IS programs.
  • Assist in all aspects IS programs external reviews (Help with self-study, organize meetings, arrange travel, reimbursements)
  • Support the General education director in administering program (manage weekly board meetings, course proposals, maintain website, and monitor budget.)
  • Support placement in all SRS/SCH seminars (obtain course descriptions, administer survey for appropriately 450 students, assigns students to SRS, submit course schedules and class lists, update SRS due to student changes, prepare PAFS, and handle all course evaluations.
  • Support placement in all FYP seminars (obtain course descriptions, assign students to FYP, submit course schedules and class lists, prepare PAFs, handle all course evaluations, process funding requests.)
  • Manage all administrative tasks related to the new FYP peer mentoring program.
  • Manage assessment process for the General Education Program. 
  • Assist in writing assessment reports.
  • Other related duties and projects as assigned.

We offer exceptional benefits including, but not limited to the following:

  • Generous Vacation, Sick and Personal Time
  • Winter Recess Break in Addition to Paid Holidays
  • Healthcare, Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)
  • Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs
  • Employee Scholarships toward Certifications, Seminars, Training and Professional Development
  • Pre and Post Tax participation in a 403(b) Retirement Plan
  • Salary Continuation Program in the event of Disability
  • Tuition Assistance Program for Employee, Spouse and/or Dependents

Note: All new hires of Union College are subject to a thorough education, work experience, criminal history background check and pre-employment physical where applicable.

Union College

Officially chartered in 1795, Union College is the fifth-oldest liberal arts college in the country. Located in the Capital District of New York State, Union is a highly selective residential and undergraduate college, home to 2,200 students and 220 faculty, and offering 44 majors. Union was the first liberal arts college to rethink the traditional liberal arts education and adopt an engineering curriculum. That pioneering approach continues today with an education that encourages students to work beyond the limits of disciplinary boundaries, allowing them to think globally and lead innovatively in a world where problem solving requires breadth across humanities, arts, social sciences, science, and engineering.

Diversity at Union College

Union College is an equal opportunity employer and strongly committed to student and workforce diversity. Increasing diversity on campus is a critical priority for Union, one that is integral to our mission of preparing students for a globally interconnected world. Union provides a blend of intellectual, social and cultural opportunities to facilitate the integrated academic, social and personal development of a diverse community. We value and are committed to a host of diverse populations and cultures including, but not limited to, those based on race, religion, disability, ethnicity, sexual orientation, gender, gender identity, national origin and veteran status. Union College is committed to providing access and will provide reasonable accommodation in its application process to individuals with disabilities that request such accommodations.

Non-Discrimination Policy

Union College will not discriminate in the recruitment or selection of faculty and employees, or in any other area of employment, on the basis of age, sex, race, national origin, religion, religious belief, disability, sexual orientation, gender identity or expression and veteran status. In this regard, opportunities for advancement will be made available without bias. The College is also subject to state and federal laws, supports efforts to attract and retain fully qualified women and other minority group members for faculty and other positions. Union College will comply with the letter and intent of all State and Federal laws and applicable orders pursuant to Equal Employment Opportunity and Affirmative Action.



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