City of San Marino · 1 day ago
Administrative Assistant
Warrensburg, MO
Full-time
Onsite
Mid, Senior Level
5+ years expCity of San Marino is seeking an Administrative Assistant to support the Dean and serve as a liaison between the college and various departments. The role involves managing budgets, coordinating appointments, supervising student workers, and ensuring compliance with university policies and procedures.
Government Administration
Responsibilities
Serve as Assistant to the Dean
Serve as liaison between the college and provost office
Serve as liaison between the college and the college's departments/centers
Complete annual and/or special projects assigned by the dean
Supervise dean's office student workers
Monitor, review, and ensure accuracy of departmental and college budgets
Provide regular budget reports to the dean and as requested
Serve as the first point-of-contact for students, parents, faculty, departments, fellow deans, university administration, other university customers, and the community for issues regarding the University, college, and applicable departments and centers
Assess requests, resolving or referring to appropriate persons or offices as needed
Hear customer complaints regarding college-related issues, assess the situation and advise customers of applicable University policies and procedures; investigate related details, as necessary; resolve issues, refer complex issues or exceptions to policy to the Dean
Monitor and assist with meeting annual and/or special project deadlines, and ensure the Dean is aware of project progress and/or impending deadlines in a timely manner
Work with College Student Technology Fee Committee to provide summary of requests and funding availability
Provide list of requests approved for purchase by the committee to the Dean for approval
Monitor budget, maintain list of purchases
Schedule routine and requested appointments with the Dean
Gather and proactively provide the Dean with relative information prior to meetings
Serve as a liaison between the Dean and department chairs by conveying tasks for completion received from the Dean
Monitor and report progress to the Dean to ensure administrative requirement of the college and/or the University are met
Review for accuracy and process Appointment and Employment forms for new and part-time faculty
Coordinate travel arrangements for the Dean
Advise the Dean of various departmental workshops, activities, and events
Maintain the Dean’s calendar
Coordinate meetings, luncheons, and special events for the Dean and/or college as needed
Provide administrative support for the Associate and Assistant Dean and College’s Computer Technicians
Serve as co-building manager for Ward Edwards and Dockery buildings
Relay problems and work orders to the Physical Plant
Schedule and ensure accessibility of classrooms, and make alternate arrangements for classes, as necessary
Process building key requests and forward to Key Control
Serve as contact person for building vending machines
Serve as back-up web editor for the college
Complete other projects and tasks as assigned by the dean
Serve as back-up time sheet approver for the dean
Prepare contracts for full-time faculty and department chairs in the college
Research and resolve contract exceptions with the assistance of the Provost Office
Utilize the electronic faculty load module
Monitor lectureship budget for part-time faculty, ensure completion of appointment forms in accordance with payroll deadlines, and prepare budget amendments to move funds to appropriate departments
Review requests for summer contracts, monitor enrollments to comply with enrollment minimums, and inform dean of problems
Process Summer Contract forms in accordance with payroll deadlines
Monitor Staffing Plan for the college, document changes as new faculty are hired; identify, relay, and resolve funding issues with the Provost Office
Ensure promotion and tenure lists are accurate and comport with contractual provisions for individual faculty
Coordinate and monitor search process for hiring new faculty
Assist departments to ensure that new hire paperwork is completed according to search guidelines
Manage the search budget
Review Monthly Transaction Detail Reports and Labor Distribution Monthly Reports for accuracy and resolve problems as they arise
Monitor faculty salary savings and vacancies and move funds as appropriate
Investigate and correct shortages in departmental administrative and faculty personnel lines
Complete faculty load reports to include monitoring reassigned time and faculty overloads
Coordinate with department chairs and office professionals to ensure deadlines are met for college and university requests
Notify departments of promotion and tenure eligibility and ensure deadlines are met
Train and/or advise department and center office professionals of the college regarding college and/or University policies, procedures, and requirements on a regular basis
Answer questions and/or research and resolve policy-related issues concerning the college and/or the University
Refer complex issues to the Dean
Coordinate dissemination and gathering of information between the departments, the college, the Provost Office, and other university offices
Schedule Ward Edwards conference rooms and classrooms and serve as point-of-contact for repair requests and other technology problems
Approve Graduate Assistant and student worker postings and hiring forms submitted by departments
Prepare Foundation Scholarship notifications and award amounts for approval
Interview, select, hire, train, and manage student employees for the Dean’s Office, schedule hours, approve time sheets
Assign daily and long-term assignments, and monitor progress
Discipline and/or terminate employment of student employees, as necessary
Perform annual and/or special projects, to include preparation of parts of the AACSB accreditation process
Coordinate web surveys for Annual Department Chair Evaluations
Prepare results and forward to Dean
Coordinate web surveys for special projects involving the college
Compose and mail Dean’s List letters each semester
Prepare summary of purchases from College Student Technology Fees to comply with guidelines and forward to Provost Office
Prepare Travel Expense Vouchers for Dean and any faculty where theHCBPSDean’s Office is funding travel
Attend workshops to maintain and continuously improve computer and job-related skills, as necessary, or as suggested by University directives
Coordinate and arrange all aspects of the annual Harmon College School of Business Administration Awards Reception and other receptions during the year
Qualification
Required
Associate's degree in Office Administration, Business or related field
Five years advanced administrative assistant experience assisting a high-level administrator (president, vice-president, vice-provost, dean, department chair, or director)
Three years experience with budget operations, financial analysis or accounting
Preferred
A field related to college programs preferred
A Bachelor's degree is preferred in any field
Benefits
Competitive salary
Health, dental, vision, life insurance, AD & D, long-term disability
3 weeks paid vacation per year
3 weeks of accrued sick leave per year
13 paid holidays
Retirement
Generous education assistance for an employee, spouse and dependent children taking classes at UCM
30.25% (staff) and 6% (faculty) defined retirement contribution, paid by the university
Voluntary Tax-Sheltered Annuity (TSA) programs (403(b) and 457(b)) that allow eligible employees to make additional pre-tax contributions to a retirement plan
Employees can earn up to full tuition (15 credit hours) for themselves per academic year
Full-time employees are also eligible for up to $175 towards non-credit courses each fiscal year
Employees can earn up to full tuition for their dependents
Comprehensive medical, dental, and vision plans that begin on the first of the month following your date of hire
Basic dental and vision insurance paid at 100% by the university
Available Health and Dependent Flexible Spending Accounts
University-paid basic life insurance (including accidental death and dismemberment) and short-term and long-term disability insurance coverage
Generous leave accruals that begin accruing on your start date, plus 14 paid holidays per year
The UCM Childcare Center on the Warrensburg campus can provide faculty, staff, and students quality care for their children ages six weeks to 10 years
The Student Recreation and Wellness Center (SRWC) is free for all employees and is located on the Warrensburg campus
An Employee Assistance Program is available to all employees and their immediate family members to help assist with personal challenges you may face in your daily life
UCM offers an Employee Discount Program through Working Advantage
Company
City of San Marino
The City of San Marino is a full-service general law city located in Los Angeles County.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase