Summary
The Administrative Assistant in the Department of Communication is responsible for coordinating daily operations within the department and its production facilities. This position provides general assistance to faculty, staff, and students and ensures that daily activities within the department run smoothly. Areas of oversight include the David Brinkley Studio, WBUJ radio station, and Buccaneer newspaper.Essential Functions
1. SUPPORTS ACADEMIC WORKFLOWS
Supervises academic schedule planning and registration process
Assist Chair and faculty with scheduling course rotations and creating courses within University systems, including Workday and Colleague
Coordinate yearly revisions to the undergraduate and graduate catalog
Coordinate room and time scheduling of resources, including room and equipment
Assist faculty and students with advising and registration process for multiple department major programs
Control overrides of Communication courses during registration
Assist Dean’s office in promotion of class evaluations
Coordinates GEN ED record keeping with appropriate committees
Maintains graduate and undergraduate majors and minors lists
Organizes and uploads all syllabi and related records on Department of Communication’s SharePoint and Arts & Sciences SharePoint sites
Assign Advisors for department majors and maintain advising lists
Print transcripts when needed for faculty
Print mid-term deficiency rosters
Generates enrollment reports throughout advising and enrollment periods
Generates class rosters for faculty
Assist with hiring process of Adjuncts and Staff
2. ASSISTS WITH STUDENT-RELATED WORKFLOWS
Coordinates department processing of student records for graduation clearance, including preparation and copying of students’ graduation applications, student profiles, and transcripts to forward to Assistant Dean of Academic Advising and General Studies.
Assigns Advisors to department majors
Assists students by directing them to appropriate faculty or staff for problem solving
Assists Internship Coordinator and students with the internship paperwork process and maintains internship data on file.
Assist Graduate Coordinator with graduate applicants , paperwork, and graduate assistants
Coordinates job posting and provides assistance with Work-study students in David Brinkley Studio/Master Control WBUJ Radio Station
3. OVERSEES DEPARTMENT RECORD MANAGEMENT
Maintains all required department records and generates reports as needed
Attends meetings with AIS and DoIT and other groups for updates and revisions to workflow and record keeping processes
Creates faculty and adjunct profiles on Colleague
Organizes and uploads department records to Dept. of Communication’s SharePoint and Arts & Sciences SharePoint
Compiles information for the department Annual Report
4. ASSISTS WITH BUDGET MANAGEMENT
Tracks activity in three department budgets; Communication, Brinkley Studio, and Buccaneer
Manage Activity Pay Assignments of faculty overloads and adjuncts
Use Workday to create budget and expense reports, create and track payment of invoices, subscriptions, etc.
Create requisitions for office supplies, print jobs, etc. in Workday
Balance petty cash and submit expense reports
5. COORDINATES FACILITIES AND EQUIPMENT MAINTENANCE
Monitors department copiers, printers, telephones, and other equipment and coordinates service and repairs as needed
Coordinates and monitors equipment purchase process across department facilities, including the digital computer lab, WBUJ, Brinkley Studio, and Media Central areas
Schedules resupply of materials, such as ink and paper, with vendors as needed
Maintains maintenance and service contracts
Liaisons with DoIT to coordinate and order computer hardware and software and create work tickets for computer-related issues
Coordinates service requests to Maintenance for repairs in Garner Hall
Ensures that department areas are regularly cleaned and kept secure
6. SUPERVISES DEPARTMENT EVENT PLANNING
Coordinates space, equipment, and food services for department events throughout the year, including the department annual Honors Day, mini-conferences in the Brinkley Studio, and assorted talks and seminars in department facilities.
Helps faculty and staff in scheduling and planning recruitment events
7. ASSISTS WITH COORDINATION OF STUDENT MEDIA AND MEDIA PRODUCTION EFFORTS
Provides department Chairperson and supervising faculty administrative support coordinating support staff in the David Brinkley Studio/Media Central areas
Provides department Chairperson and supervising faculty administrative support dealing with the Buccaneer Newspaper and staff
Provides department Chairperson and supervising faculty administrative support dealing with the WBUJ staff
QUALIFICATIONS/REQUIREMENTS
High School diploma or GED
Associate’s degree, or vocational or technical school degree preferred
Bachelor’s degree – Any field of study preferred
3 -5 years of work experience
Basic working knowledge of fundamental concepts, practices and procedures and ability to apply in varied situations
Must have intermediate or advanced level knowledge of analytical, project/process management, computer/technical, clerical, written and oral communications and equipment operation
Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.
Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.
To apply for this job please visit www.barry.edu.
