Administrative Assistant - Part Time

Administrative Assistant - Part Time

Communications

JOB SUMMARY:

Provide clerical and administrative support for the Chair of the Communications Department, approximately eight full-time faculty members, fifteen adjunct faculty members, and three staff members. Supervise student employees and approve payroll for hourly workers. Oversee the department’s operating budget. Coordinate hiring paperwork and onboarding for adjunct professors and other new employees, and provide departmental orientation and tours. This is a part time, 25 hours a week position.

Pre-employment assessments on Microsoft Word and Excel will be conducted. Our union positions have excellent benefits including tuition remission for the employee, spouse and dependent children.

SALARY INFORMATION:

In compliance with New York’s Pay Transparency Act, the annual base salary for this union position is $32,214. For a list of benefits provided to employees, please click here.

REPORTS TO:Department Chair

RESPONSIBILITIES & DUTIES:

Academic Planning

1. Prepare and submit academic planning materials and semester course schedules, including course sections, meeting days and times, instructor assignments, and classroom assignments in University systems.

2. Coordinate course scheduling, additions, cancellations, and other section changes with the department chair, Associate Dean, Provost’s Office, and Registrar.

3. Reserve rooms for classes and departmental events and submit classroom assignments to the Registrar.

4. Prepare departmental course offerings and advising materials and maintain course enrollment counts.

5. Prepare course inventory forms for new courses and changes to existing courses.

Faculty Support

1. Collect and submit faculty syllabi and office hours each semester, maintain electronic syllabus records, and post faculty office hours and contact information.

2. Review and process faculty load reports, verify accuracy with faculty, obtain required acknowledgments, enter office hours, coordinate approval for the chair, and maintain faculty records.

3. Post class cancellations and final examination schedules.

4. Coordinate faculty participation in open houses and prepare event handouts.

Student Support

1. Maintain student files, records, and advising lists; assign advisors and notify Academic Services of advisor changes; and prepare and distribute faculty advising lists.

2. Help students declare or change a Communications major or minor, complete required forms, and understand next steps.

3. Assist students with add/drop, waiver, internship, and other academic forms, including routing documents and obtaining required approvals and signatures.

4. Prepare internship letters for students to provide to employers and coordinate completion of change-of-grade forms.

Departmental Responsibilities

1. Send departmental announcements, newsletters, correspondence, and event notices to Communications majors and minors.

2. Prepare and post departmental class charts and semester schedules.

3. Supervise Federal Work-Study and other student employees and review and approve payroll for the Social Media specialist and other hourly workers, as assigned.

4. Coordinate departmental events, including the Career Expo, film festivals, student gatherings, and annual awards and senior dinner; reserve spaces, send invitations and announcements, arrange catering, purchase honoree items, collect payments, and prepare deposits.

5. Coordinate hiring paperwork and onboarding for adjunct faculty and other new employees, including Human Resources instructions and departmental orientation.

6. Welcome students, parents, and prospective students; distribute major and minor information, departmental publications, and course schedules; and provide tours of the department, studio, and media lab.

7. Administer and file new faculty evaluation materials and maintain the departmental telephone and contact list.

8. Submit and track Facilities and IT work requests.

9. Perform other job-related duties as assigned.

Financial and Budgeting Responsibilities

1. Order departmental office supplies, toner, water, cups, marketing and printed materials, awards, and catering services; receive deliveries and verify accuracy.

2. Oversee the department’s operating budget, reconcile purchase orders, review budget status reports, and maintain an annual expense spreadsheet.

3. Obtain vendor quotes and negotiate printing charges for the departmental newsletter and COM 320 magazine.

4. Prepare purchase orders, check requisitions, change orders, and online purchases in accordance with University procedures.

5. Prepare and submit departmental and faculty reimbursements and review and prepare travel expense reports.

REQUIREMENTS: (Knowledge, skills and abilities)

1. Ability to prioritize workload according to volume, urgency, etc.

2. Good organization skills and attention to detail.

3. Good interpersonal skills.

4. Ability to handle multiple tasks effectively and accurately.

5. Ability to be discrete and maintain high confidentiality on a wide range of issues.

6. Good verbal and writing skills.

7. Ability to learn and apply University policies and procedures.

8. Good computer skills for using Windows, Microsoft Word, Excel, Administrative Systems and Email.

9. Ability to work with students and colleagues in a diverse environment.

PHYSICAL REQUIREMENTS:

1. Ability to sit at a desk for long periods of time.

2. Ability to work on a computer for long periods of time.

3. Ability to open drawers and file paperwork.

EDUCATIONAL/EXPERIENCE REQUIREMENTS:

1. Bachelor’s degree is strongly preferred.

2. Minimum of two years of administrative/clerical experience is required.

POSITION(S) SUPERVISED:

1. Student Employees.

HOURS:

1. Monday – Thursday, 10am – 4:45pm (includes a 30 minute unpaid lunch break), in the office.

ABOUT ADELPHI:

Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students’ lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island’s oldest private coeducational university, serving more than 7,250 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers students 79 undergraduate programs, more than 84 master’s degree and doctoral programs, and 63 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 119,000 graduates across the country, a growing enrollment of students from 43 states and 72 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.