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Administrative Assistant - Academic Affairs

Apply now Job no: 505723
Work type: Full Time Hourly
Location: Valparaiso, IN
Categories: Administrative/Professional, Office/Clerical

General Description of Position:

Serve as administrative assistant to the Schools of Liberal Arts, Science, Education, Business, Logistics, Supply Chain, Public Affairs and Social Services for Valparaiso and Michigan City.

Major Responsibilities:

Coordinate all academic activities of the department under the direction of the school deans.

Create adjunct faculty contracts each semester; coordinate and track the distribution between faculty, program chairs, deans, and payroll.

Arrange for meetings by making room reservations and sending invites to attendees. Record minutes from program chair meetings and advisory board meetings.

Process Third Time Requests from students to repeat a class.

Schedule appointments for deans as requested.

Prepare purchase requisitions for supplies and equipment. Monitor departmental funding/spending for S&E and travel.

Prepare travel requests for school deans.

Order textbooks.

Use the administration software application Banner for data entry and running various reports.

Provide a high level of customer service by answering and directing phone calls and assisting students with walk-in inquiries regarding the registration process, programs, and courses.

Prepare and maintain forms, documents, and meeting minutes for each school in the appropriate share drive.

Type, assemble, and duplicate tests, forms, documents, etc.

Other duties as assigned by the school deans.

This is not to be construed as an exhaustive list. Other duties logically associated with this position may be assigned. All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA), other applicable regulatory requirements, and professional standards.

Minimum Qualifications:

High School Diploma or GED with formal secretarial training required.

Must be computer literate in Microsoft Office. 

Data entry experience desired. 

Must be skilled in English, grammar, spelling, telephone techniques, bookkeeping and problem solving. 

Must have pleasant disposition, good attitude, and ability to get along with others. 

Must be a self-starter, well organized, capable of mature judgment, and able to work independently. 


Preferred Qualifications: Associate degree preferred.
Other Requirements:

Selected candidate for employment will be subject to pre-employment background checks, including criminal history check, and any offer of employment will be contingent upon that outcome.

Position requires sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of the College students and employees.

Positivity, creativity, flexibility in working schedule.  (Ability to work days and some evenings) focused on student support and success

Fully supports the College’s mission and strategic plan initiatives.

Work Hours:  
Hiring Range:  
Team Ivy Referral:  
Special Instructions to Applicants:

Attach a cover letter, resume, and 3 references (names, address, phone number).

Copies of transcripts may be required at time of interview.  Original hard copies of transcripts will be required at time of hire.


Advertised: US Eastern Daylight Time
Applications close:

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