Drake University Administrative Assistant 2 - 999227 in Des Moines, Iowa
Administrative Assistant 2 - 999227
Drake’s College of Business & Public Administration is looking for a detail-oriented administrative assistant to work with our team and the students we serve. This is a full-time, 12-month staff position. A core function of this role is to make sure that the dean as well as the associate dean, budget & office manager, and department chairs have the needed administrative support to realize their leadership duties at the College of Business & Public Administration. We are looking for someone who has an agile mindset and is highly organized to address a variety of important tasks in collaboration with leaders, staff, and faculty. Given this role interacts with a range of people from students and families to donors and supporters, the person needs to possess strong communication skills and a customer service orientation. This person also needs to be technically proficient so they can manage a range of digital platforms that support key digital assets of the college.
Function Percent Description
01 35% Digital & Guest Management: A clearinghouse for both key digital assets of the College as well as the in-person interactions between leadership, staff, faculty, students, and guests. - Schedule and oversee Teams and Zoom meetings and events. - Oversee the College of Business & Public Administration website. - Greet visitors and office assistance as soon as they arrive in a welcoming manner. Answer office telephone lines. Respond to inquiries and problems as thoroughly and efficiently as possible at that time. Make appropriate referrals. - Manage telephone calls, meeting requests, visitors and mail for the Dean discreetly and tactfully. Determine their nature and refer as appropriate to associate or assistant deans, or chairs or directors. - Coordinate and control guest parking permits for visitor parking. Mail or email parking permits and directions to campus as appropriate. Offer alternative parking suggestions when guest parking is not available.
02 60% Administrative Support: A core function of this role is to make sure that the Dean as well as the Associate Dean, Budget & Office Manager, and Department Chairs have the needed administrative support to realize their leadership functions. - Assist in preparing meeting agendas and minutes for Cabinet meetings, Faculty Meetings, Administrative Council meetings, National Advisory Council meetings, College Retreats, and other meetings as needed and disseminate to meeting participants. - Serve as a hub for College committees including the Promotion & Tenure Committee. Maintain an accurate file for faculty promotion and tenure, working with the chair of the Promotion & Tenure Committee to make sure the appropriate faculty are reviewed each year and dates and deadlines set by the Provost office are followed for this process. - Serve as assistant HR designate for the Budget & Office Manager. Responsible for appointment letters, the on-boarding process, completing the CBPA check list for each new employee, updating personnel records, accurately entering personnel data entry into the Banner system and assist with the Annual Review process. Possess a thorough knowledge of the personnel departmental and company policies and procedures. - Support the Search Chair for the new faculty hire search process. - Maintain a daily appointment calendar for the dean and the CBPA and coordinate conference registrations, travel arrangements, meetings and other applicable engagements. - Serve as the CBPA Events Management System (EMS) scheduling designate for the College and University, including additional support such as parking passes online, ensure technology training and support, etc. - Responsible for the Administration Membership Management system development and continued updates for the CBPA and SJMC global address books and approval process for bulk emails. - Provide project management assistance, tracking and reporting status of projects and College scorecard initiatives.
03 5% Other Duties As Assigned
High school degree or equivalent required, associate degree or higher and 3 – 7 years experience preferred.
Required Documents Message:
Cover Letter, Resume/CV
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Drake University is an equal-opportunity employer and actively seeks applicants who reflect the diversity of the nation. No applicant shall be discriminated against on the basis of race, color, national origin, creed, religion, age, disability, sex, pregnancy, gender identity or expression, sexual orientation, genetic information, veteran status or any characteristic protected by law in its educational programs and activities, admissions, or employment..