Senior Administrative Assistant

University-System-of-New-Hampshir; Keene (NH); On-site; USD 50,346,000 - 82,982,000; Full time

Job summary

University System of New Hampshire in Keene State College is seeking an Administrative Support Specialist to provide high-level administrative support to academic departments within Academic Affairs. You will manage budgeting, purchasing, scheduling, and data reporting while coordinating with faculty, staff, students, and external reviewers.

The role requires strong organizational and communication skills, confidentiality, and the ability to handle non-routine tasks with independent judgment.

Qualifications

• High school graduation/equivalent and four years of office support experience.
• Excellent written and oral communication skills.
• Ability to maintain confidentiality of sensitive information.
• Experience formatting and editing letters and documents.
• Proven ability to handle tasks with discretion and independent judgment.
• Experience with MS Word, Excel, Outlook, Access; relational databases.

Responsibilities

• Provide administrative support for academic departments including answering inquiries and scheduling.
• Enter course schedules and assist with hiring student workers and adjunct staff as needed.
• Produce data, forms and reports for departments and deans.
• Coordinate meetings and manage department communications to students.
• Maintain databases for student and faculty information and respond to inquiries.
• Post announcements for class cancellations and room changes; manage e-filing systems.
• Assist with budgets, purchasing, travel, payroll and inventory control.
• Support events and special projects and assist with promotion.

Skills

Prioritization

Organizational skills

Analytical skills

Problem solving

Written and verbal communication

Confidentiality

Discretion and independence

Teamwork

MS Word

Excel

Outlook

Access

Relational databases

Accounts payable/receivable

Education

High school diploma or equivalent

Associate’s or Bachelor’s degree (preferred)

Tools

MS Word

Excel

Outlook

Access

Relational databases

Job description

This position serves as the first point of contact for students, faculty, families and staff and provides high level administrative support to academic departments within Academic Affairs. Performs diverse, responsible, and complex office support functions including procurement, budgeting and financial transaction reconciliation, assisting with events, communicating and coordinating information using independent judgment, problem-solving skills and initiative to determine approach of action to take in non-routine situation, by interpreting departmental guidelines, KSC and USNH policies and procedures. All staff positions on campus support students and will be involved in student-focused activities.Duties/ResponsibilitiesAdministrative Support (75%)Provide administrative support for academic departments including responding to electronic inquiries, answering phones, entering course schedules for each department, offering support with completing paperwork, assisting in hiring and managing of student workers and adjunct staff and adjunct faculty as needed.Manage the ebb and flow of continuous deadlines, procedures, student employment, and changes in faculty.Assist with the onboarding of new department chairs, faculty, staff, adjunct faculty/staff, and students in all areas of ever-changing processes and programs.Produce various data, forms, reports for the departments and deans as necessary.Schedule and coordinate meetings as necessary.Responsible for departmental communications to students.Collaborate, provide direction, and assist department chairs, coordinators, faculty, students, prospective families, the public, outside reviewers, and colleagues across the campus community. Respond to all inquiries through all matters of communication.Create, maintain, utilize, and analyze information from databases for student and faculty information.Communicate information to the Dean, Department Chair’s and the Provost Office where appropriate.Post electronic and physical announcements for class cancellations and room changes (online and physical location).Establish and manage e-filing systems for departments using judgment and knowledge of office requirements.Provide ad hoc reports as necessary, i.e. Accreditation and program reviewOrder office supplies, complete maintenance request forms as necessaryAssist with updating department social media page as applicableOther duties as assignedBusiness Operations (15%)Assist with the overall management of the business operations, travel, payable and receivable, purchasing, budget management and control, payroll, and inventory control.Assist with management of academic department budgets on a day-to-day basis. Forecasting budget requirements and obligations to ensure maintenance of adequate funding.Work with KSC finance team and USNH Procurement to secure departmental purchases.Serve as the departmental point person with the KSC finance department and Sponsored Projects and Research.Special Projects, Events (10%)In collaboration with department faculty coordinate workshops, meetings, special events, marketing/promotions.This includes but is not limited to the following: event costing, purchases, food, rentals, technical support, security, reimbursements, vendors, promotions, travel, and accommodations.Implement outreach activities for the campus at large and/or local community.RequirementsMinimum Acceptable Education & Experience:High school graduation/equivalent and four years of office support experience of increasing responsibility or any combination of experience and higher education equal to four years.Knowledge, Skills & Abilities:Ability to rapidly shift task priorities based on urgency of departments’, faculty’s, and students’ needs.Demonstrated organizational, analytical, and problem-solving skills, attention to detail.Effective written and oral communication skills.The ability to maintain appropriate confidentiality of sensitive information.Other Requirements:Proven experience formatting and editing letters and documents.Experience with tasks involving increased responsibility and requiring discretion and independent judgment.Proven experience as a successful team member including interest and ability to establish and maintain effective working relationships with faculty, staff, students and the general public.Proficiency with computer applications, including MS Word, Excel, Outlook, Access and relational databases.Demonstrated experience processing financials including accounts payable/receivable.Preferred Qualifications:Associate’s degree or Bachelor’s degreeWork experience in college/university environmentExperience with Workday or similar HR/Finance/Student SystemApplicant Instructions:Applicants should be prepared to upload the following documents when applying online within the My Experience: Resume/CV section of the application: (Maximum of 5 Documents)Resume/CVCover LetterContact Information for 3 Professional ReferencesApplications that are missing any of the required items may not move forward for consideration. Additional uploaded documents not requested in the position announcement will not be reviewed.This position falls within the collective bargaining unit for the Keene State College Administrative Staff Association (KSCASA), an affiliate of the National Education Association of New Hampshire (NEA-NH).Keene State College is located in the scenic Monadnock region of Southwest New Hampshire and is an affiliate of the University System of New Hampshire. Located approximately 2 hours from Boston or Hartford CT, and 4 hours from New York City, the region contains many opportunities to enjoy outdoor recreation, cultural events, and a strong sense of community. To learn more about Keene State College, the University System of New Hampshire, and the Keene community, pleasevisit: https://www.keene.edu , https://www.usnh.edu/ or https://www.ci.keene.nh.us .EEO StatementThe 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.Compensation Pay Range:$17.57 - $28.96The 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. More information on benefits can be found here: USNH Employee Benefits | Human ResourcesLocation:Keene