Administrative Assistant - Adjunct

CP16 Plymouth State University; United States; On-site; USD 29,000 - 40,000; Full time

Job summary

Plymouth State University in Plymouth, NH, seeks an experienced administrative professional to provide daily support to students and faculty, manage front desk duties, and assist with budgeting, travel, and event coordination. The role also supports accreditation processes and data management in Banner.

Ideal candidates will handle a high-volume environment with professional demeanor, coordinate with HR for onboarding, and help maintain program communications and campus relations across multiple

Qualifications

• High School diploma or 5-7 years' experience.
• Knowledge of Microsoft 365 suites.
• Ability to handle a high-volume environment.

Responsibilities

• Provide daily support to students and faculty, addressing needs as they arise.
• Coordinate travel, event logistics and documentation management including receipts.
• Provide support to Executive Director when requested.
• Front desk oversight with coverage during operating hours 8:00 AM to 4:00 PM.
• Assist with budget tracking and purchasing, including UShop and other financial systems.
• Support ACBSP accreditation documentation and web content updates.
• Enter, maintain, and audit data in the Banner system for course scheduling.
• Process undergraduate and graduate student academic forms with faculty approval.
• Distribute program information and support academic initiatives via displays and bulletin boards.
• Manage student worker hiring, training, scheduling, and daily task delegation.
• Coordinate new hire onboarding with HR and campus services, including parking and campus IDs.
• Oversee facility readiness of the Student Business Lounge and related spaces.

Skills

High-volume environment

Multitasking

Professional demeanor

Tools

Workday

Ellucian Banner

Job description

This role operates in a high-volume, fast-paced environment and requires an individual who can adapt quickly and efficiently to changing demands. The position involves managing a heavy flow of tasks and interactions, necessitating the ability to shift gears seamlessly and prioritize responsibilities on demand. The ideal candidate must thrive under pressure, demonstrate excellent multitasking skills, and maintain a calm, professional demeanor in a dynamic setting.

This position involves day-to-day administrative operations for the School of Business, including but not limited direct support of Executive Director, to front-line reception, managing phone, mail, and email correspondence, overseeing office supplies, maintaining the copy machine and its supplies, handling catering and key orders, and processing Plant and IT work orders.

Additional responsibilities include managing faculty and student mailboxes, signage, parking passes, 25 Live scheduling, and coordinating with Chartwells.

The role also involves advising and providing services to students as outlined in the Collective Bargaining Agreement.

This position will also provide event assistance for School of Business affiliated events and student events as needed – i.e. Panther Pitch, Climb Above Addiction, Rail-Jam, Teddy Bear Toss, Open House, Mix & Mingle, Honors Ceremony etc. Engagement in and participation with student and faculty retention activities for the School of Business.

The School of Business is the largest academic program at PSU. The size and complexity of the school requires enormous organizational functionality. We have tried to function without an AOM or AOM-like position and have found it impossible to satisfactorily manage the workload. Without this position, the efficiency and effectiveness of the business academic offerings would be severely challenged.

Duties/Responsibilities

• (70%) Student and Faculty Support: Provide daily support to students and faculty, addressing needs as they arise.
• Sales Institute Support: Coordinate travel, event logistics and execution, documentation management including receipts
• Executive Director Administrative Support: Provide support to Executive Director when requested
• Reception Responsibilities: Front Desk oversight involves providing coverage during operating hours and ensuring that work-study students are available to assist with both coverage and ongoing projects.
• In the absence of work-study support, this position will directly manage the front desk duties. Front desk hours are from 8:00 AM to 4:00 PM.
• Budget and Financial Coordination: Assist with budget tracking and purchasing, including UShop and other financial systems, in collaboration with the Executive Director (Budget Manager).
• ACBSP Accreditation: Support all aspects of the ACBSP accreditation process, ensuring timely and accurate documentation leading up to all required report submissions. Responsible for ensuring ACBSP web content is up to date.
• Course Scheduling & Data Management: Enter, maintain, and audit data in the Banner system for both undergraduate and graduate course scheduling.
• Academic Forms Management: Process undergraduate and graduate student academic forms, ensuring faculty approval and submission to the Registrar’s Office.
• Program Communication & Outreach: Distribute program information and support academic initiatives through displays, digital monitors, bulletin boards, and other forms of communication.
• Student Worker Management: Manage student worker hiring, training, scheduling, and delegation of daily tasks.
• Facilities and Event Coordination: Manage scheduling for the School of Business conference room, handle room change requests and oversee classroom and event location management.
• Academic Forms Management: Process undergraduate and graduate student academic forms, ensuring faculty approval and submission to the Registrar’s Office.
• Travel and Hotel Coordination: Responsible for assisting with all aspects of travel, including conference booking, hotel, rental car, bus transportation and any other needs for travel
• Receipt Management and Reimbursement Processing: Oversee the complete receipt and reimbursement process for faculty, including the collection, documentation, and organization of all receipt-related items. Ensure timely and accurate completion of required forms, submitting reimbursement requests for approval, and coordinating with finance for the processing of payments in compliance with university policies. (20%) Course Scheduling & Data Management: Enter, maintain, and audit data in the Banner system for both undergraduate and graduate course scheduling.
• Faculty Activity Reporting: Collect, organize, and disseminate faculty activity data, including work plans, CV’s classroom observations, and semester availability forms.
• Compliance Tracking: Document and track compliance for various financial processes, including direct pays, reimbursements, professional development funds, and faculty/student travel.
• Human Resource Support: Assist with employee onboarding, orientation, and compliance with Department of Labor laws and university policies. Manage payroll approval for student workers.
• Project Management Liaison: Act as an administrative liaison for project management within the program, discipline, and university.
• Document and Systems Management: Maintain electronic documents and collaborate across platforms such as Teams, SharePoint, and Workday.
• Faculty Meeting Coordination: Organize faculty meetings and retreats, including scheduling and minute-taking.
• Professional Development Fund Management: Oversee accounting and disbursement of professional development funds for faculty.
• Cross-Campus Collaboration: Attend campus-wide meetings as needed and participate in professional development activities.
• Public Relations & Marketing: Support campus-wide bulletin board PR efforts and collaborate with other Academic Units for cross-marketing initiatives.
• New Hire Onboarding & Campus Services: Coordinate new hire onboarding with HR and OAA, including key requests, parking permits, and campus ID processes.
• Facility Readiness: Ensure the Student Business Lounge, Innovation Hub and all academic spaces are prepared for daily use.
• Faculty Activity Reporting: Collect, organize, and disseminate faculty activity data, including work plans, CV’s classroom observations, and semester availability forms.
• (10%) Award Management: Oversee program-related grants, student awards, scholarships, honor societies, and course fees.
• Policy and Procedure Communication: Assist in communicating and improving policies and procedures, ensuring adherence to PSU and USNH regulations.
• Facility Readiness: Ensure the Student Business Lounge, Innovation Hub and all academic spaces are prepared for daily use.
• Additional Duties: Perform other tasks as assigned by the Executive Director and AOD.

Requirements

• High School diploma or 5-7 years' experience
• Knowledge of Microsoft 365 suites
• Ability to handle a high-volume environment

Preferred Qualifications

• Workday experience
• Ellucian Banner experience

Compensation Pay Range: $25/hour

Salary Grade: Adjunct Hourly Staff 00

Location: Plymouth

More information on benefits can be found here: USNH Employee Benefits | Human Resources

The pay range for this position is listed above. Actual offer will be based on skills, qualifications, experience, and internal equity, in addition to relevant business considerations.

The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.

The University System of New Hampshire is the largest provider of postsecondary education in the Granite State. With approximately 30,000 enrolled students annually and more than 90,000 alumni living in state, the institutions of the University System - the University of New Hampshire - Durham, the University of New Hampshire School of Law, the University of New Hampshire at Manchester, Plymouth State University, and Keene State College - have a direct impact on hundreds of thousands of New Hampshire citizens every year.