Administrative Assistant - Paul College

Job description

USNH Employees should apply within Workday through the Jobs Hub app Under the broad supervision of the Team Lead of the Paul Administrative Support Services (PASS) Team, and working in close coordination with the PASS Team, this part-time Administrative Assistant III is assigned to support one or more academic departments within Paul College. The incumbent works closely with department chairs, faculty, and other units to provide diverse administrative and operational support. The position works independently within established procedures and exercises judgment and problem-solving skills in carrying out day-to-day administrative activities and supporting the execution and logistics of academic departments at Paul College. Additional responsibilities may include assisting with the promotion of department events and activities through print and digital channels; supporting routine purchasing, travel, and expense processes; preparing materials as needed for courses, correspondence, and meetings; assisting with department committee, meeting, and event scheduling; responding to requests for information related to department programs and activities; supporting travel arrangements; attending meetings and recording proceedings; applying departmental and University guidelines, policies, and procedures; and handling confidential materials with discretion. As a member of the PASS Team, this position contributes to a collaborative, shared-services model of administrative support across Paul College academic departments and may be called upon to provide coverage or assistance to other departments within the PASS Team structure as operational needs and priorities change. This is a part-time, adjunct (non-benefited) position at 0.5 FTE (20 hours per week) based on campus at Paul College in Durham, New Hampshire. The regular work schedule is Monday through Friday, 7:30 a.m.–12:00 p.m., inclusive of a required 30-minute unpaid break each day while classes are in session, with flexibility during non-class weeks (Winter/Spring break, Summer, etc.). The position is expected to work on campus five days per week to support the operational and coverage needs of the College. Some flexibility in scheduled hours may occasionally be required to support department or College events and other operational needs. This position is contingent upon the availability of funding each fiscal cycle. Continuation of the role is subject to annual review and budget approval. This position is not eligible for institutional benefits. Duties/Responsibilities: Department Operations Support (50%) • Serve as a primary point of contact for internal and external inquiries from departments, students, parents, alumni, and partner organizations; coordinate academic program details, identify and resolve problems, and provide specialized program information via phone and email. • Create and initiate written correspondence in accordance with professional business and academic standards. • Coordinate schedules for academic and departmental meetings, lectures, events, and conferences involving faculty, staff, industry professionals, alumni, and students; reserve space and oversee telecommunication needs; arrange and manage virtual meetings (e.g. Teams or equivalent platforms); participate in and record meeting proceedings as requested; prepare, format, and distribute agendas and minutes in a detailed, professional format. • Coordinate with other PASS Team administrative staff to ensure adequate coverage across departments during vacations, sick days, and other absences. • Collaborate with relevant campus offices (e.g. Career Services, Dean's Office) as requested. • Maintain existing secure online file-sharing, storage, and collaboration platform for department and faculty files, shared in coordination with faculty, staff, and other offices as appropriate. • Assist faculty with proctoring arrangements and exam scheduling, including coordinating with testing/accessibility services for students with academic accommodations; reserve rooms for makeup exams and arrange for classroom proctors as requested. • Support faculty recruitment efforts by coordinating departmental faculty schedules for candidate interview itineraries and assisting with the organization and management of candidate visits in coordination with the Dean's Office. Project and Events Support (30%) • Provide a wide array of complex program support and technical and administrative assistance related to the coordination, planning, organizing, and management of department-level events, which may include symposiums, conferences, faculty presentations, competitions, open houses, admitted student days, and student club activities. • Design, create, and produce publications and event collateral including, but not limited to: presentations, event flow documents, timelines, programs, promotional materials, brochures, flyers, posters, invitations, correspondence, print and digital signage, and website content; coordinate appropriate outreach and marketing activities as assigned. • Support event logistics including: researching and securing event venues and rooms; creating promotional content; assisting with event publicity efforts; arranging technical support and catering; maintaining related supplies and equipment; monitoring participant registrations and tracking attendees; printing name-tags and other event materials; ; supporting guest as needed; providing program information to participants and speakers; and other related supportive day of execution needs. Financial Support (10%) • Exercising discretion and sound judgment, monitor department spending via established processes that support department funded programs, projects, meetings, events, clubs, and activities; secure all necessary approvals prior to purchases; review expenses for appropriateness; verify supporting documentation for accuracy. • Support travel and expense reimbursements for faculty, students, speakers, and guests; prov