Senior Administrative Assistant Job at University System of New Hampshire in New

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The MCBS Department is seeking a highly organized and proactive Senior Administrative Assistant to support the Department Chair, faculty, and students. This role manages key administrative operations, coordinates communication with university offices, and ensures smooth academic and scheduling processes. Under broad supervision of Academic Department Program Manager, provide diverse, highly responsible, complex operational support to department chair and undergraduate & graduate academic programs through knowledge of operations/policies of administrative units.

Duties/Responsibilities:

Chair/Administrative Program Support:

• Support the Chair with scheduling, correspondence, and departmental records
• Serve as liaison to and interact directly with COLSA Associate Dean, Honors Program, Graduate School, Office of the Registrar; Identify important issues needing immediate attention
• Coordinate and communicate information to faculty, staff and other administrative units
• Schedule/attend faculty meetings, and prepare minutes
• Prepare correspondence in response to inquiries on departmental programs and activities
• Organize and manage faculty personnel and department files
• Maintain Chair's calendar
• Sign documents on behalf of the Chair when appropriate
• Prepare teaching contracts for per course hires
• Maintain departmental contact lists
• Assist in coordinating student financial aid awards

Faculty/Departmental Support:

• Coordinate Promotion & Tenure Actions
• Provide support in faculty searches and sabbatical leave requests
• Canvas - enter final grades
• Type variety of materials - student attendance forms, course materials, syllabi, exams, etc.
• Schedule and proctor teacher evaluations
• Interacts directly/provides assistance to students, prospective students, visitors, and visiting faculty

Academic Program Information Management:

• Assist faculty with hiring, promotion & tenure, and academic materials
• Update undergraduate curriculum requirements (majors/minors) and reference materials
• Prepare Administrative Reports (Credit Hours & Class Enrollments; Undergraduate Major Count; BS Degrees Awarded)
• Provide information to students/faculty by performing On-Line Data Inquiry utilizing Microsoft Access, Workday, and future educational software platforms.
• Provide faculty with Program Requirements linked with Academic History for Graduation Certification and Honors History for Honor-in-Major Programs
• Update Course Database
• Prepare and proof copy Undergraduate & Graduate Catalogs
• Track assignment of departmental graduate assistantships.

Undergraduate Student Support:

• Maintain undergraduate student records/update student database
• Prepare welcome letters to incoming and internal transfer students
• Assign faculty advisors to undergraduate students
• Enter/change student advisors in student information management systems
• Canvas-maintain user list
• Distribute RAC numbers
• Student advising (academic policy, petitions, course selection, graduation procedures, etc.)
• Coordinate registrations for dept majors.

Scheduling Coordinator:

• Manage course scheduling, room assignments, and exam logistics
• Prepare Time and Room and report to faculty on scheduling and course maintenance issues
• Meet with COLSA Admin Assistants to coordinate/secure room usage in COLSA buildings
• Establish and maintain course history folders
• Prepare/coordinate (Large room requests; R+30 report; Final exam and common exam schedule; Course Approval Forms; Teacher Evaluations)
• Track Class and Grade Rosters, and Independent Study Registrations
• Manage permission required courses
• Update Teaching Schedules.

Other Duties:

• Provide general office support and assist with recruitment and events
• Provide telephone/office coverage support
• COLSA Open House
• Prepare Letters to accepted students and work w/ other admins on recruiting/retention efforts
• Attend staff and college meetings
• Collect and distribute mail
• Other duties as assigned

Qualifications:

• High school graduation with Five years of office support experience of increasing responsibility including three years of supervision, or a Bachelor's degree and three years of experience, or a combination of experience, specialized training and higher education equal to a minimum of five years.
• Comprehensive knowledge of office procedures and practices.
• Ability to establish and maintain effective working relationships with faculty, staff, students and the general public.
• Keyboarding and comprehensive computer skills, such as word processing, e-mail, internet, spreadsheets, database management, and software applications, as required by department.
• Effective written and oral communication skills.
• Organizational and analytical skills.
• Supervisory skills including the ability to instruct, direct, and evaluate work of others.
• Ability to exhibit a high level of discretion and confidentiality.
• Knowledge of bookkeeping and accounting methods if required by department.

Preferred Qualifications:

• Bachelor's degree
• Ability to juggle multiple complex tasks with ease and seek resources when needed.
• Self-motivated; able to work independently once procedures are learned or• established.
• Previous experience using WorkDay platform.

Required Applicant Materials:

• Resume/CV
• Cover Letter
• Contact Information for 3 Professional References

The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire's lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry.

EEO Statement

The 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.

Location:

Durham
Salary Grade:
Non-Exempt Staff 12