Administrative Assistant for the Business and Technologies Department

About the position

Responsible to provide leadership and stability to the day-to-day office operations of the Academic Department. This will be achieved by providing administrative assistance as more specifically listed below or as directed by the department chair(s). 

Essential Duties, Tasks, and Responsibilities

To provide support to the Academic Department Chair(s) and other departmental faculty/staff including, but not limited to, the following:

  1. General Office Duties: 
    1. Perform receptionist duties, answer phones, greet visitors, etc.
    2. Sort and distribute mail
    3. Maintain general office files including, but not limited to, syllabi and departmental assessment materials.
    4. Maintain recent graduate database
    5. Maintain departmental website and make updates as needed
    6. Order desk copies for faculty as requested 
    7. Attend department meetings and provide meeting minutes
    8. Assist with departmental assessment/accreditation needs. 
    9. Other appropriate duties as assigned by the direct supervisor. 
  2. Office Management/Coordination: 
    1. Maintain copier and office supplies
    2. Request non-routine general office maintenance from Physical Plant (light bulbs, carpet cleaning, etc.)
    3. Act as liaison between professors and students for pick-up of papers, messages, etc.
    4. Maintain quality appearance in department area, maintaining departmental bulletin boards when applicable and including maintenance of any other area managed by the department.
    5. Assist all department members, including new and adjunct faculty, in the use of relevant and appropriate technologies such as department with copier procedures, mail, long distance phone calls, fax usage, office supplies, computer access and function, and other miscellaneous needs
  3. Scheduling Duties
    1. Ensure faculty course schedules and office hours are posted either online or within the department office space(s).
    2. Assist the department faculty in the scheduling, and set-up of any workshops, events, etc. held on or off campus. 
  4. Budgetary Duties
    1. Monitor budget activity and provide assistance in the management of departmental budgetary transactions.
    2. Make departmental purchases requiring the use of the departmental MasterCard, process MasterCard statement information and research any discrepancies found.
    3. Process check requests, petty cash vouchers, travel expense reports, purchase orders, and other budgetary related documentation.
  5. Supervisory Duties
    1. Supervise/coordinate/train student workers as requested by the department. Hire and Fire (if necessary) student workers coordinating as needed, with the Work Study office of Malone University. Approve and monitor student worker hours.

Duties, Tasks and Responsibilities required on an “as-needed” basis:

  1. Assist as needed with travel arrangements for conference trips
  2. Coordinate faculty textbook orders 
  3. Provide assistance during departmental events
  4. Provide word processing services for departmental reports, handbooks, etc. 
  5. Proctor exams in emergency situations only
  6. Maintain departmental student files
  7. Provide assistance maintaining faculty chair and department calendars

Department-Specific Duties, Tasks, and Responsibilities: To provide departmental-specific support to the Academic Department Chair(s) and other departmental faculty/staff including, but not limited to, the following:

  1. General Office Duties:
    1. Assist with assessment and course supplemental questionnaires (i.e., Myers-Briggs, major Field Test (MFT), Glo Bus, Business Critical Thinking Skills Test (BCTST), and Business Learning Assessment (BLA)
  2. Office Management/Coordination
  3. Scheduling Duties
    1. Assist Admissions/GPS with campus visits (prospective students) and promotional events with faculty attending such as the Business Advisory Board and Adjunct events
  4. Budgetary Duties
  5. Supervisory Duties

Knowledge, Skills, and Abilities

Must exhibit a personal understanding of, and operate in concert with the Mission statement and Foundational Principals of the University with a direct commitment to enhancing the Malone student-centered culture.  

The Administrative Assistant must have a strong MS Office Suite proficiency with an emphasis on Excel, Outlook, and Word programs as well as an understanding of Google email and calendars. A Bachelor’s Degree is preferred. This position requires excellent communication skills, a highly detail–oriented and highly organized person and one who is able to work well under pressure and is able and willing to train in the use of additional computer technology as needed. Strong multi-tasking skills, a people-oriented personality and the ability to work independently are imperative.

How to Apply

  1. Send a cover letter, faith statement and resume with three references to jobs@malone.edu.
  2. Fill out the Employment Application
  • The employment application is a fillable pdf. Please complete the application, print and sign (no electronic signatures accepted), then send to jobs@malone.edu. 

Malone University has an established policy of equal academic and employment opportunity. This policy is applied to all qualified students, employees and applicants for admission or employment, in all university programs and activities, without unlawful discrimination based on race, color, national origin, religion, sex, age, disability, or military or veteran status. Malone University is an equal opportunity employer and encourages applications from women and minorities.