Administrative Assistant IV

Description :

Job Description Summary :

This .5 FTE part-time benefitted position will support the Master of Social Work (MSW) Department Chairs. The assistant provides support to faculty as directed by the Department Chair.

The assistant coordinates the activities and anticipates the needs of the program. The assistant recommends and initiates policies and procedures to enhance the efficiency and effectiveness of the program and to implement the Chair’s decisions.

The assistant carries out the requirements of the position with an exceptional level of independence, requiring little to no direct supervision.

The assistant demonstrates a high level of discretion and good judgment both in sensitive or confidential matters, as well as in decisions on when to consult the Chair before taking action.

This is a limited funded position now through June 30, 2025. Future funding for this role is yet to be determined.

Duties and Responsibilities :

Job Duties and Accountabilities :

An Asterisk (*) denotes an essential job function for ADA purposes

• Provide managerial and general office support to the Department Chair.
• Provide support to faculty as directed by the Department Chair.
• Coordinate the activities and anticipate the needs of the program.
• Recommend and initiate policies and procedures to enhance the efficiency and effectiveness of the program and to implement the Chair’s decisions.
• Carries out requirements of the position with an exceptional level of independence, requiring little to no direct supervision.
• Demonstrates a very high level of discretion and good judgment both in sensitive or confidential matters, as well as in decisions on when to consult the Chair before taking action.

Job Duties and Accountabilities :

An Asterisk (*) denotes an essential job function for ADA purposes.

65% - Provide managerial and office support to the Department Chair, faculty, and students

• Handle routine telephone and e-mail communication.
• Open, identify, route, and delegate or answer mail addressed to the program or to the Chair as needed.
• Maintain calendar for the Chair, as requested.
• Maintain master departmental schedule / calendar.
• Initiate independent action relative to written communications including but not limited to memos, correspondence, requests for supplies, and forms.
• Initiates Independent letters to accreditation agency to be forwarded to the Chair for review.
• Attend and act as recorder at program meetings. Independently confirm with all faculty that action items have been completed, including Chair.
• Manage program budget including generation of requests for disbursement, requisitions, purchase orders, and other such material as needed.

Track and report to Chair any over-budget items.

• Assist faculty and students with reimbursement submissions as needed.
• Develop, maintain, and keep current program database and files for the Chair and faculty, including internal student files.
• Initiate course schedules and revise with all faculty input.
• Liaison with college facilities personnel for scheduling of classrooms, meetings, and related services, and college purchasing personnel in procuring and maintaining supplies and equipment for the program and distribution of supplies to appropriate faculty.
• Complete the on-line room scheduling for all classrooms and will work with faculty to resolve room scheduling preferences and problems.
• Initiate, design, implement, and coordinate all department administrative and extracurricular activities.
• Assist faculty with preparation of course materials.
• Provide training to faculty on use of programs new to the faculty.
• Work with the faculty of record for clinics to secure materials needed (including parking passes), communication with all clients as needed, and ensure the smooth coordination of client care.
• Assist in maintaining clean department spaces including office, entrance, conference room, and copy room.
• Keeps copy room supplied with paper, toner, and other tools for faculty use.
• Make all calls for repair or maintenance of copy room equipment.
• Refer students as necessary to proper resources for identified problems.
• Respond to all applicant calls and e-mails to the department and direct calls as needed.
• Interview, hire, and manage any work-study students.
• As directed by Chair, assist in compiling / researching information and statistics for program maintenance or growth (i.

e. accreditation-related reporting).

15% - Fieldwork

Assist MSW Practicum Director as directed by MSW Chair.

10% - Interviews

Following the Department Chair’s recommendations for forms and scheduling, will prepare all needed materials for the interview dates, will invite all qualified applicants and communicate as needed with applicants, and will organize and implement the entire applicant interview process for the MSW Department, under the direction of the Program Chair and Admission representatives.

Liaison with Office of Admissions department to support Admissions as needed.

Assist faculty search committees with interview process for potential faculty by arranging interviews, preparation of packets for committees, coordination of presentation by applicant, via preparation and distribution of materials, make room arrangements, and / or setup digital meetings.

10% - Other duties as assigned

Skills and Abilities :

• Ability to carry out instructions
• Ability to perform basic mathematical calculations, including fractions, decimals, and percentages
• Ability to read and produce memos and correspondence in a clear concise manner
• Ability to organize and prioritize workload
• Ability to complete work / project in a busy work environment
• Excellent communication skills and ability to effectively and quickly organize thoughts and communicate clearly with faculty, students and public
• Skilled in typing and word processing
• Extensive computer experience on Windows platform with Word, Excel, Access and other related software

Education and / or Experience :

• High School diploma required, Bachelor's degree preferred
• Minimum of three years of experience as administrative support in a fast-paced, multi-task environment requiring a high degree of accuracy and independent activity, preferred

Physical Requirements :

• Ability to lift twenty pounds, carry, push, pull, kneel, stoop, bend, climb stairs and stand
• Ability to accomplish office tasks - make copies, travel on campus for departmental events and support, file, mail documents, assist with events set up and oversight, and other office work
• Ability to exchange information with faculty, staff, students, and public.

Samuel Merritt University has an institution-wide commitment to diversity, equity and inclusion. We strive to build a welcoming and supportive campus environment and acknowledge that diversity is an educational imperative to achieve excellence.

Benefits of Working at SMU

Health, Dental, Vision Care

SMU offers a broad range of employee benefits including health, vision, and dental care; sick leave, vacation and holiday leave, 403(b) retirement plan, life insurance, flexible spending accounts, voluntary tax-deferred annuities, educational leaves, sabbatical leaves, tuition reimbursement, tuition remission on SMU courses, disability insurance, and more.

SMU offers HMO, EPO and PPO health insurance plans, Delta Dental coverage, and VSP vision coverage.

Healthcare Flexible Spending Account

A Healthcare Flexible Spending Account (FSA) is a pre-tax benefit account used to pay for eligible medical, dental, and vision care expenses that aren’t covered by your insurance plan or elsewhere.

It’s a smart, simple way to save money while keeping you and your family healthy and protected.

Dependent Care Flexible Spending Account

A Dependent Care Flexible Spending Account (DCFSA) is a pre-tax benefit account used to pay for dependent care services, such as preschool, summer day camp, before or after school programs, and child or elder daycare.

A DCFSA is a smart, simple way to save money while taking care of your loved ones so that you can continue to work.

Life Insurance

As a means of financial protection, basic life insurance is provided for employees. Insurance may be purchased to benefit-eligible employees in order to supplement additional basic life insurance coverage.

Employees that purchase supplemental life insurance may also purchase coverage for dependents.

Retirement 403(b)

A retirement plan that includes investment alternative and a matching contribution plan is available to all benefit-eligible employees.

The retirement plan rewards special contributions of the long-service employee by providing a measure of financial security during retirement.

You Are Welcome Here

SMU does not discriminate on the basis of race, religion, color, sex, pregnancy, ethnicity, national origin (including ancestry), citizenship status, familial status, disability, age, sexual orientation, gender, gender identity, veteran or military status, predisposing genetic characteristics, or any other protected category under applicable local, state, or federal law including protections for those opposing discrimination or participating in any resolution process within the University or within the Equal Employment Opportunity Commission or other human rights agencies.

Nondiscrimination is consistent with the principles and practice of the University and is in compliance with Title VII of The Civil Rights Act of 1964, as amended, Title IX of The Education Amendments of 1972, and section 504 of the Rehabilitation Act of 1973.