Honors Administrative Assistant

Summary

Position Title

Honors Administrative Assistant

Department

Honors Program

Status

Full Time/Non-Exempt

This Position Reports to:

Director of the Honors Program

Position Summary

Provides administrative support for Honors program, including responding to phones, e-mail, and in-person inquiries from parents, students and other faculty and staff members.

Essential Job Duties

  • Performs varied administrative work requiring initiative and independent judgment.
  • Works independently and under general direction.
  • Monitors budget and account expenditures for Honors and Undergraduate Research.
  • Helps administer 4 budget accounts:
    • Honors Budget
    • Honors Gift Account
    • Undergraduate Research Budget
    • Undergraduate Research Gift Account for Honors.
  • Maintains extensive official records on all Honors students.
  • Implements Honors administrative policies.
  • Handles problems and non-routine situations by determining the approach or action to take and interprets guidelines, procedures, policies and practices.
  • Works with senior administrative offices requiring use of business vocabulary, tact, discretion and judgment.
  • Provides administrative support to Honors Director in areas such as maintaining Honors calendars and maintaining recordkeeping systems.
  • Develops and maintains databases and spreadsheets.
  • Prepares special and recurring reports containing specialized or sensitive information.
  • Interviews and advises students regarding information, procedures and academic requirements of specific programs or majors.
  • Prepares student advising materials; assists students in establishing realistic and attainable academic and career goals.
  • Advises incoming Honors students and helps register them for courses.
  • Corresponds with new incoming Honors students.
  • Helps identify options for students to satisfy degree requirements; evaluates and makes recommendations.
  • Monitors academic progress of each student; determines student eligibility to stay in the Honors program.
  • Maintains student files and records; documents all pertinent student information; updates computerized information system regarding changes in student status.
  • Helps interpret university policies and procedures.
  • Plans logistics for Honors conferences (i.e., registrations, accommodations, travel, etc.) and arranges for the funds from various accounts to pay for the conferences.
  • Helps coordinate NCUR conference (i.e., registrations, accommodations, travel, etc.) and arranges for the funds from various accounts to pay for the conference.
  • Helps plan and coordinate Honors Orientation.
  • Other duties as needed.

Work Conditions

  • Work is primarily indoors, but requires the incumbent to be in an outdoor environment when traveling between campus buildings.
  • Standard work hours 8:30 AM to 5pm, Monday – Friday.
  • Some nights and weekends may be required.
  • Incumbent will be exposed to frequent noise caused by telephones and office machines.

Physical Requirements

  • Manual dexterity to efficiently operate a computer keyboard and other business machines.
  • Near vision sufficient to read written communications and computer display screens.
  • Adequate hearing to communicate effectively in person and by phone.
  • Able to lift and turn objects up to 90 lbs. without physical restrictions.

Prerequisites Required for Position

Minimum Education Requirement

  • High School Diploma

Minimum Work Experience

  • 3-5 years experience as an administrative assistant preferred

Preferred Qualifications

  • Experience in an academic environment

Important Note

This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs

I acknowledge receipt and understanding of this job description.  I verify that I am capable of and willing to fulfill all essential functions of this position.  I am willing to be flexible and willing to do various jobs that are not listed, as the need arises.

 

To Apply

To apply for this position, send resume and application to:

Dr. Janet Haavisto

Director, Honors Program

 jhaavis@ju.edu