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Senior Administrative Assistant

Job Description

Operating Title

Senior Administrative Assistant

Long Classification Title

Senior Administrative Assistant

Campus Location

Manchester

Department

UNHM Dean's Office

Summary of Position

This position is responsible for providing high-level administrative support for the Office of the Dean under the supervision of the Administrative Services Manager.

Acceptable minimum level of education

HS or equivalent

Acceptable minimum years of experience

5-7 years

Additional Job Information

UNH is a federal contractor within the meaning of the Executive Order on Ensuring Adequate COVID Safety Protocols for Federal Contractors. This position requires that you be vaccinated against COVID-19, unless you apply for and receive a religious or medical exemption.

Posting Number

PS3697FY22

Other minimum qualifications

  • High school graduation and seven years of office support experience of increasing responsibility; or Bachelor’s degree and three years; or combination of experience, specialized training, and higher education equal to seven years.
  • Comprehensive knowledge of office procedures and practices.
  • Ability to establish and maintain effective working relationships with college leadership, faculty, staff, students, and the public.
  • Keyboarding and comprehensive computer skills, such as e-mail, internet, spreadsheets, database management, and software applications.
  • Effective written and oral communication skills as well as organizational and analytical skills.
  • Supervisory skills including the ability to instruct, direct, and evaluate the work of others.

Additional Preferred Qualifications

Experience in college/university environment.

Salary Information

Salary is complemented by a comprehensive benefits package which includes medical, dental, retirement, tuition, and paid time off.

Quicklink for Posting

https://jobs.usnh.edu/postings/52726

Percent Time Information (FTE)

1.00

Grade

12

EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access/Affirmative Action 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.

Institution Information

The University of New Hampshire at Manchester is a college of UNH, the state’s flagship public research institution, which offers undergraduate and graduate programs of distinction in the heart of New Hampshire’s largest city. Located in the state’s business and tech hub, the Manchester campus leverages its city location to promote real-world learning, providing research, internship, and career opportunities to students and graduates. Teaching excellence is at the core of our mission. UNH Manchester faculty collaborate with students in research, service, and creative expression to better prepare them for success in today’s high-demand fields. Our campus is equipped with cutting-edge lab and learning spaces, and its central location attracts students from diverse life experiences and cultural backgrounds. For more information about UNH Manchester, visit manchester.unh.edu.

The UNH Diversity Resource Guide with information and programming available in the seacoast area, New Hampshire, and the region can be found here: https://www.unh.edu/hr/diversity-resource-guide

Posting Date

12/02/2022

Open Until Filled

Yes

Posting Open to Internal Candidates Only?

No

Interested Internal Candidates Exist?

No

Job Category

Hourly Staff (Non-Exempt)

Appointment Type

Regular

Drivers License and Physical Requirements. Please check all items that apply.

None applicable

Duty/Responsibility

Provide administrative support for the Associate Dean of Academic Affairs including:
  • Coordinate overloads, recording of the master course list, preparation of overload letters, and supplemental pay forms each semester (4 traditional and 6 e-terms).
  • Coordinate independent study forms, letters, and payments for residential faculty (outside of AY) and adjunct faculty (year-round) as needed.
  • Coordinate the annual course release process.
  • Work as the college’s sole DIG TEV liaison for reoccurring DIG cycles (approximately 6 times a year) including recording of evaluations, creating student comment summaries, tracking, and reconciliation.
  • Semester/Annual updates and edits to the campus list for access to student evaluations with changes to department chairs and program coordinators. 
  • Assist with requests from faculty for a variety of reasons including completion of honorarium forms, petitions, study away forms, or other documents that require the Associate Dean review and signature. 
  • Coordinator of the annual Manchester-specific faculty awards process and follow up including scheduling and set up of the Spring faculty award reception, ordering of plaques and gifts, and announcement of winners to campus.
  • Liaise with Associate Dean on accreditation as well as assist with on-site external reviews of programs (Book travel arrangements, develop agendas, coordinate zooms or meeting invitations, ordering of supplies, coordinating meeting materials, and ordering of food.)
  • Review faculty correspondence for accuracy including appointment letters, salary increases,
  • Promotion and tenure support.
  • Coordinate the request, nomination, submission, and approval process for the annual graduate faculty nominations from each program.
  • Management of the semester communications from the Associate Dean to departmental chairs with necessary deadlines and complete tasks.
  • Provide general administrative support to faculty such as fielding questions or issues, coordinating and distributing a multitude of faculty surveys upon request, and assisting with ordering of course supplies or materials.

Duty/Responsibility

Provide administrative support for the Assistant Dean of Student Success including:
  • Calendar oversight with prep of daily materials for meetings and needs as they arise and relate to the duties of the Assistant Dean.
  • Under directed supervision of the Assistant Dean, create, coordinate, and summarize data requests including creating and maintaining excel spreadsheets.
  • Support the Assistant Dean in development and implementation of long-term strategies for student success and retention.
  • Maintain files and information on all departments and staff that report to the Assistant Dean.
  • Provide additional administrative assistance as needed.

Duty/Responsibility

Under supervision of the Administrative Services Manager, provide administrative support for the hiring process for faculty, staff, and adjuncts, including:
  • People Admin Super User status – be the backup resource for People Admin questions and support. Create job postings for all faculty positions (residential and adjunct) and Dean’s Office staff as well as participates in weekly adjunct hiring touch base meetings. Assist in updating job descriptions as needed.
  • Assist the Associate Dean in aspects of adjunct faculty appointments, from job postings and hiring through until the exit process.
  • Coordinate with HR on searches – assist with scheduling of meetings/interviews, travel arrangements, etc.
  • Provide minimal, but a variety, of administrative support to adjunct faculty such as assisting with ordering of course supplies or materials, assisting with program coordinator paperwork and needs, petitions, study away, etc.
  • Assist with onboarding materials, ordering of equipment or supplies, and coordinating of building access for new hires.
  • Aid with the logistical planning of new hire onboarding and orientations.

Duty/Responsibility

Assist the Administrative Services Manager and the Office of the Dean in a variety of administrative duties including, but not limited to:
  • Being the office greeter and first point of contact for the office for questions, visitors, complaints, concerns, and issues.
  • Assist as needed in the upkeep of the office conference room, supply closet, reception desk, and entry area, ordering necessary supplies and office needs.
  • Responsible for hiring, training, and supervising student hourly staff.
  • Assist other departments as needed in completion of tasks.
  • Other required annual duties and responsibilities as needed.

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