Administrative Assistant - Goodyear, AZ

Since 1962, Franklin Pierce University has empowered thousands of undergraduate and graduate students to achieve academic excellence and lead meaningful, successful lives. Drawing from our strong foundation in liberal education, we offer majors and programs that develop essential, professional skills; promote close connections between students, faculty members, and staff; and position our students to realize their potential through highly personalized, financially accessible academic offerings.

Position Summary:
The Administrative Assistant supports the Goodyear Academic Center. Reporting to the Arizona Program Directors of DPT (.5) and MPAS (.5), the Administrative Assistant is responsible for organization and management of a variety of program related tasks. The position requires initiative, critical thinking, and independent decision-making skills. The Admin Assistant, as a professional, is a proactive member of the College and assists DPT and MPAS program faculty. The position serves as the primary contact for the programs’ faculty.

Typical Schedule:
This is a 12-month non-exempt position, and the expected work schedule is Monday through Friday with specific hours as determined by the needs of the Center. The schedule may vary based on the number of hours needed to meet the job responsibilities. The individual holding this position may need to be available early morning, evening and weekends to meet the needs of the department and the University. Any overtime hours must be pre-approved by the supervisors.                 

SUPERVISION GIVEN TO:  N/A

ESSENTIAL POSITION DESIGNATION: This is not an essential position.

POSITION DUTIES AND RESPONSIBILITIES:
Essential Functions of the Position: 

• Greet visitors at the center reception desk and provide center coverage. Answer multi-line telephone system, screening and transferring calls while handling general inquiries. Screen calls and visitors to determine nature of request of problem. Record and forward messages as necessary. 
• Provide administrative support to the DPT and MPAS programs.
• Performs other specialized or technical administrative tasks related to the successful operation of the GAC.
• Ensure that required supplies are available for effective functioning of the GAC.
  • Perform regular supply closet inventory.
• Request equipment maintenance jobs as required, and
• Enter and retrieve data from Jenzabar (J1) for DPT and MPAS programs. Perform data entry and maintain records. Run a variety of J1 enrollment reports.
  • Create, update, and maintain CHNS graduate courses and faculty assignments in J1 each term. Perform other J1 duties as requested.
  • Collaborate with the Registrar’s office on these tasks.
• Assist Program Directors with data collection and documentation in graduate terms as directed.
• Assist faculty and staff with variety of requests through university departments.
• Assist and prepare contract documentation for faculty each term as directed by the program directors of DPT and MPAS.
• Process and maintain “Request to Graduate” for graduating students.
• Create and process certificates and awards for graduating students.       
• Maintain department and Center calendar and scheduling for functions and rooms. Assist with the setup and breakdown of function rooms, including the coordination of refreshments for functions.
• Create correspondence, reports, manuals, other specialized administrative tasks as directed by the Program Directors.
• Perform liaison functions with students, faculty, staff, parents or other university department/program constituencies.
• Assist program directors in organizing and maintaining student files and records, frequently involving cross-filing/cross-reference systems.
• Schedule appointments, meetings and maintain calendars, and duplicate document, take meeting minutes and maintain documentation as requested.
• Other duties as assigned.

• Will demonstrate an ability to work with others who are culturally different from self in meaningful, relevant, and productive ways, as well as demonstrate a commitment to promoting diversity, inclusion, and multicultural competence in an educational and work environment.
• Ability to handle highly confidential material, understanding that all University information should only be disclosed to others who have a need to know, for legitimate business reasons.
• Exercise and apply sound judgment and decision-making skills, as well as the ability to maintain integrity and confidentiality of data.
• Ability to exercise discretion, confidentiality and judgment in dealing with sensitive issues.
• Excellent communication and interpersonal skills, coupled with the ability to work collaboratively and courteously with colleagues, including students, faculty, administrators, parents, and representatives from outside organizations.
• Strong communication skills including verbal and written, and the demonstrated ability to develop written reports and action plans.
• Experience with student information systems and data management.
• Demonstrate excellent written and organizational skills.
• Ability to work independently, demonstrate flexibility, and show initiative, combined with the skills for thriving in a team environment to achieve institutional goals.
• Demonstrate solid knowledge of Microsoft Office software, specifically, Word, Excel, Access, and Outlook as well as the ability to stay current with emerging office technologies.

• Maintain a general knowledge of the University policies and procedures.
• Carry out all responsibilities and objectives in a professional manner.
• Ability to maintain professionalism when dealing with all faculty, staff, alumni, and other customers.
• Accept and render constructive criticism in a professional manner.
• Adhere to the policies and procedures established by Franklin Pierce University.

Contact: Students – Daily contact when on campus. Faculty and Staff – Moderate daily contact and interaction. Community and Vendors – Moderate contact with members of the community and vendors.

SPECIAL CONDITIONS OF EMPLOYMENT: Incumbent must be able to successfully complete a background check. Must possess a valid vehicle operator’s license to travel to campus locations.

Position Requirements/Skills/Abilities::
A minimum of two years of relevant office experience, preferably with experience in an educational environment.  Excellent customer service skills including a pleasant phone manner are critical. 
Knowledge of office protocol and professional etiquette including but not limited to the ability to handle confidential and sensitive information professionally. 
Associate’s degree is desired, and bachelor’s degree is preferred.  
Demonstrated knowledge and experience with office procedures and practices.
Ability to manage time and tasks well with multiple priorities and deadlines, must be detail oriented, self-motivated and have problem solving skills.
Excellent communication and interpersonal skills, coupled with the ability to work collaboratively and courteously with colleagues, including students, faculty, administrators, parents, and representatives from outside organizations.
Some experience with student information systems and data management desirable.
Ability to deal with effectively with students, parents, faculty, administration and other staff, including external constituents.
Must be able to successfully complete a background check.

Environmental Factors and Physical Requirements:
The incumbent must be physically able to lift various materials up to 25 pounds occasionally; such lifting is commonly limited to normal center activities such as moving chairs and tables. While performing required job tasks, physically able to remain seated for long periods, working at a computer, advising students, writing reports, and accepting or returning telephone calls. While performing required job tasks, the incumbent must be physically able to stand up to 15% of the time. Possesses dexterity abilities needed to perform typing, operate a computer and other office equipment, perform filing, arrange materials on bulletin boards, stooping to file in bottom drawers, and relate job responsibilities.


Confidentiality: The incumbent will access and use confidential information daily.  All information regarding students is protected by FERPA and considered confidential. Student information may only be shared with the student's express written permission. Confidential information may not be discussed or released without the express permission of the immediate supervisor or the Dean.