Reporting to the Assistant Director, the Administrative Assistant of Eastern in the City (EIC) is responsible for a range of student services and operations of EIC including but not limited to administrative and operational support and data management. The Administrative Assistant/Office Manager of EIC reports to the Program Director of Eastern in the City and assists with the careful implementation of tasks and/or procedures that must be followed to serve the constituents of EIC well and to fulfill the mission of both the program and the university as a whole. The Administrative Assistant/Office Manager serves on the SSC Administrative Team; performs routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing information to callers; takes responsibility for planning various events as it pertains to the students, staff, and faculty of Eastern in the City.
Position Responsibilities
1. Provides Program Director the administrative support necessary in coordinating and facilitating programs, services, and events designed to serve current EIC Scholars, administration and faculty.
2. Assists with planning and preparing necessary materials for and attends (when necessary) all EIC Open Houses, Information Sessions, Interview days, Orientations, Opening Receptions, and Professional and Personal Development Series events.
3. Prepares all needed materials for Eastern in the City General Assemblies, Faculty Development Meetings, and Personal and Professional Development Series.
4. Manages the ordering and distribution of textbooks, desk copies, etc. for students, program administration and faculty, and for the processing, tracking and filing of the paperwork necessary to obtain and maintain inventory of items ordered.
5. Creates and maintains processes and procedures necessary to operate a professional, customer service- oriented environment.
6. Oversees daily administrative program operations including but not limited to classroom space, communications to faculty, staff, and students, book reservations, sorting and distribution of mail.
7. Enters incoming applications and credentials into CARS and maintains corresponding electronic and paper filing systems.
8. Oversees the timely entry of inquiries from prospective students; responds to inquiries via postal mail in a timely fashion.
9. Receives and screens visitors and telephone calls requiring the use of judgment and the interpretation of policies, rules, procedures and ordinances.
10. Obtains student and faculty ID’s, passwords, photo releases and related material.
11. Oversees process of taking E-card photos and retrieval from St. Davids.
12. Takes, organizes and distributes meeting notes and minutes.
13. Provides general academic services (including delivery of material) to students, faculty, and academic partnerships as needed.
14. Attends departmental meetings as necessary.
15. Provides all new faculty with sample syllabi for their respective courses; collects, organizes and distributes copies of syllabi for each class, each semester.
16. Assists faculty by operating office fax machines, copiers and phone systems as needed.
17. Completes forms in accordance with company procedures for check requests, reimbursement, etc.
18. Schedules and facilitates various competency testing for students.
19. Regularly updates, maintains and distributes Eastern in the City Calendar.
20. Supports and embodies the values of caring and compassion, justice, and integrity, competence, and affirmation; understands and supports the mission and vision of the School for Social Change.
21. Seeks to treat each member of the community with fairness, dignity, and respect, seeking a spirit of unity and harmony as we join together to achieve our common mission.
Status: Staff, full-time, nonexempt, 40 hours/week, 52 weeks/year
Knowledge, Skills and Abilities
1. Administrative experience in an institution of higher education is preferred.
2. Familiarity with basic computer functions (particularly the Microsoft Office Suite) is required.
3. Strong interpersonal skills are required.
4. Ability to attend to a variety of details.
5. A proven ability to work collaboratively with diverse constituencies; a creative approach to project/program development and problem solving.
6. The incumbent must be available to work some evenings and weekends.
7. It is essential that the incumbent exhibits an understanding of, and support for, the University’s evangelical Christian Mission.
Review of applications will continue until the position is filled. Please send a letter of application, resume, three professional references, and salary requirements to:
Eastern University
Office of Human Resources
Attn: Search #0814
1300 Eagle Road
St. Davids, PA 19087
