Administrative Assistant

Administrative Assistant
Division of Community Learning

Department/Division: Division of Community Learning

Status: Full-time, hourly, non-exempt

Work Schedule: M – F 8:30 am – 5:00 pm; some evenings and weekends required

Reports To: Assistant Provost & Executive Director, Division of Community Learning

Division of Community Learning

The Division of Community Learning (DCL) is a newly established entity at the University that develops, supports and administers community-based educational initiatives across all colleges/schools and their respective departments on
– and off-campus.

Job Summary:

The Administrative Manager provides overall administrative support, coordination and office management for the division and assists in managing project timelines across all areas associated with the division.

The position requires an individual with superb organizational and personal skills who thrives in an entrepreneurial environment.

Essential duties, tasks and responsibilities: The following duties are not to be considered a complete list of duties and responsibilities assigned to this position.
Works in tandem with DCL staff team members to coordinate and track multiple project timelines, helping to ensure deliverables meet deadlines or are adjusted accordingly with respect to the master DCL calendar and division priorities
Creates and coordinates the execution of faculty contracts as well as facilitates associated hiring requirements with all DCL programs (i.e., background checks and training).
Manages student background checks and employment training for DCL-related activities
Acts as primary concierge for general division communication and responds to phone calls, voicemails and e-mails
Takes and processes notes from division-related meetings for internal record keeping or for public dissemination when/where appropriate
Prioritizes communication, maintains the calendar/appointment of and makes travel arrangements for the Assistant Provost and Executive Director
Prepares, edits and processes internal and external communication on behalf of Assistant Provost and Executive Director in relation to donor and foundation responses, information requests, presentations and general correspondence.
Organizes and implements meetings and events
Conducts financial processing for department needs (i.e., expense reports, subscriptions, transfers of funds) and reconciles division credit cards monthly
Oversees the scheduling and time approval of DCL student interns
Maintains office supplies and technology functions of the DCL office to ensure high efficiency and seamless operations

Qualifications:
Bachelor’s degree preferred.

Work experience as an Executive Assistant or Administrative Assistant preferred.
Experience with project management and program development
Must be detail-oriented with exceptional oral, written and interpersonal skills
Proficiency in Microsoft Office Suite, with an advanced skillset in Microsoft Excel
Ability to work independently, exercise good judgment, and take initiative.
Ability to maintain a sense of team spirit and humor within a dynamic, challenging and rewarding environment
Will be required to pass a background check and complete required University compliance training

Compensation:

A competitive hourly wage plus a comprehensive benefits package that includes health and dental insurance, sick leave, vacation, holidays, short-term disability, 403 (b) retirement plan, life insurance and tuition remission benefits.

Working Conditions and Physical Requirements:

Other than some local travel, work is normally performed in a typical interior/office work environment.

Flexible, remote work can be arranged, but some weekly time in the office will be required.

Limited physical effort required.

No or limited exposure to physical risk.

Application Procedures:

Application deadline of January 21, 2022.

Applications must be submitted online at https://www.bw.edu/employment.

Please submit one (1) PDF file containing a cover letter, resume and contact information for three references.

Baldwin Wallace University is an EEO/AA employer and educator.

At BW, we support and encourage diversity in a variety of forms.

We value and appreciate inclusive excellence in the classroom, within extracurricular activities, and as we engage our community partners.

Learn more at Diversity Affairs at http://www.bw.edu/about/diversity/