Administrative Assistants in Academic Affairs are responsible for supporting Division Chairs and faculty by managing the administrative aspects of academic programs and assisting with communication to all stakeholders. The required performance standards for this position include professionalism, confidentiality, accuracy and timeliness in project completion, excellent customer service, and College values aligned work. While Academic Affairs Administrative Assistants are assigned to an academic division, they also provide cross-divisional assistance when needed.
The Administrative Assistant assists in day-to-day academic operations and will perform a wide variety of duties, including administrative and clerical functions, in support of student learning and ensuring academic accreditation standards are met. The Administrative Assistant is responsible for answering programmatic and divisional questions from prospective students/families, demonstrating excellent communication skills (i.e., written, verbal, and interpersonal), and providing a positive experience for students and their families, faculty, and staff of Keuka College. When applying please include a Cover Letter.
Essential Responsibilities: Program Administrative Support
- Manage daily operations, annual project workflows, and calendar of activities in the division.
- Manage and assist the Chair with division budget.
- Collaborate with the Chair to support the implementation of short and long-range goals, objectives, and operating procedures consistent with the College's strategic plan, policies, and procedures.
- Assist the Chair with scheduling and other functions related to the Office of Records and Registration.
- Assist the Chair in the semesterly syllabi collection, review, and sharing to the Provost's Office.
- Assist the Chair in ensuring the effective and optimized use of College technologies.
- Collect and maintain experiential records and graduate records as needed by the academic program(s).
- Integrate students and faculty into College technological information services.
- Manage and assist the Chair in the planning and delivery of instructor workshops, meetings, and program activities.
- Coordinate and manage new faculty hiring process, onboarding, and orientation. Assist the Chair with the faculty evaluation process as needed.
- Manage and assist in the hiring, scheduling, coordinating, payroll tracking, supervision, and evaluation of student employees working in various capacities for division programs.
- Attend division and College meetings to support effectiveness and assessment, and provide administrative support for these meetings.
- Assist with the creation of program materials with attention to detail, accuracy, and timeliness; maintain materials related to College and/or academic program accreditation and program evaluation related to compliance tasks in a highly organized manner.
- Serve as a resource to all stakeholders through proactive problem solving.
- Responsible for ensuring that assigned tasks are completed in compliance with various institutional regulatory requirements, including all accreditation standards.
- Meet other program needs as directed by the Chair.
Communication
- Maintain current knowledge of College and divisional information.
- Responsible for initial contact with all visitors and requests for information to the division and serves as the liaison between the division, campus offices, and experiential ed placement sites.
- Manage and direct student issues to the appropriate parties based on College policies and procedures.
- Serve as the first point of contact for Facilities, Office of Records and Registration, IT, Client & Conference Services, and the Bookstore.
- Serve as the person of contact for prospective and current adjunct faculty.
- Maintain and facilitate communication with students, faculty, staff, and external constituents through all modes of delivery for the academic program(s) within and beyond the division.
- Promote division functions and maintain information.
- Manage and coordinate the activities in support of feedback regarding curriculum.
- Assist the Chair with student academic standing review and communication as directed.
Assessment
- Collect and file syllabi, student teaching records, graduate records, and division/department meeting minutes and provide copies as needed.
- Support the Chair in the management and coordination of activities in support of ongoing curriculum evaluation, review/revision, and updates by compiling necessary information from multiple sources in the preparation of annual assessment reports in consultation with content experts.
- Coordinates the collection, compilation, analysis, and presentation of program data, and assists the Chair in the development of comprehensive statistical and narrative program reports.
- Retain records on job placements/graduate school attendance for division graduates.
- Manage and coordinate the activities to develop and support assessment processes for academic programs.
Division-Specific Responsibilities: (AHW) Work collaboratively with Program Director and Academic Fieldwork Coordinator to ensure effective, efficient and organized use and management of the OT fieldwork program's electronic clinical management program.
(EDU/PSY) Assist with NYSED and accreditation related compliance tasks.
(EDU/PSY) Student Teacher Placement Coordinator Tasks:
o Locate school districts (local and out of area) and arrange placements for student teachers each semester; Collect & review student resumes for distribution to districts; Organize & distribute student teaching materials to supervisors, cooperating teachers, local school district administrators and student teachers; Maintain positive interface with school districts; Maintain records & files for all student teachers; Prepare and maintain MOUs; Communicate with student teachers before and during student teaching when needed.
(HFA) Manage and coordinate activities necessary to provide American Sign Language interpreters for all College needs,
including booking, invoicing, and processing of funds transfers; maintenance of the ASL Lab; managing paperwork related to student internships.
(HFA) Promote Humanities & Fine Arts events and activities such as gallery exhibits, student workshops, band and chorale performances through setup, internal photos, flyers, emails, announcements, file maintenance, and interactions with other areas of the college, as appropriate.
(SWK) Assist the BSW and MSW Field Directors and Clinical Field Director with the collection of program evaluation materials, including but not limited to, informed consents, surveys.
(SWK) Assist Program Directors/Chair and respective faculty, both BSW and MSW, with accreditation and re-accreditation processes. Coordinate with Program Directors, Division Chair and Commissioner in preparation for site visits.
(SWK) Assist program Field Office with the procurement and distribution of evaluation tools. Coordinate and track the distribution and processing of field related documentation.
Physical Requirements: - Prolonged periods of sitting at a desk and working on a computer.
- Some evening and weekend hours are required.
- Occasional lifting, pushing, and pulling of up to 25 pounds.
Employee Benefits Overview - Comprehensive Medical, Dental and Vision Coverage
- Financial assistance for educational expenses, enabling professional growth and development.
- Protection for you and your loved ones with employer-sponsored life insurance coverage.
- Generous paid time off including holidays and sick leave to ensure work-life balance.
- Retirement benefits eligible on the 1st day of employment and matching contributions after 6 months of employment
- Access to confidential counseling and support services for mental health and personal matters through the Employee Assistance Program
Requirements
Minimum Qualifications: - Two to three years of experience in an Administrative Assistant, Office Manager, or equivalent position required. Experience in a higher education setting is preferred.
- High School diploma or GED required; Associates degree preferred. An equivalent combination of education and experience may be considered.
- Proficiency in software packages (e.g., M365, Slate, Moodle, WebAdvisor, Handshake, Exxat, Inplace) and office equipment used by the College and/or an indication of the ability to develop proficiency based on transferable computing skills
- Ability to effectively communicate both verbally and in writing, with an excellent service disposition is required.
- Behaviors aligned with a high level of integrity and complete confidentiality.
- Excellent planning and organizational skills with the ability to work independently in support of the College's strategic plan goals and student learning outcomes.
- Sensitivity to and responsiveness to needs/concerns of students, faculty, staff, and the public.
- Ability to work under pressure with a high tolerance for interruptions and to work with diverse groups of people.
Work with Purpose at Keuka College Keuka College, founded in 1890, is a liberal arts-based, private college located in the heart of New York's beautiful Finger Lakes. Our picturesque lakeside campus is more than just a place to work - it's a vibrant, close-knit environment where collaboration . click apply for full job details