Administrative Assistant, Hagen Center – HigherEdJobs

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Company Description:

In surveying the grounds of what is now Wittenberg University, the Rev. Ezra Keller, the college’s first president and founder, remarked: “This is a lovely spot for a literary institution.” Today, that lovely spot encompasses more than 100 acres of rolling hills and hollows in southwestern Ohio, with architecturally distinctive structures that embrace Wittenberg’s past and provide a beautiful backdrop to the teaching excellence and Lutheran-affiliated learning environment that has defined Wittenberg University since its founding in 1845. Nationally recognized for accessible professors, engaging classroom experiences, service opportunities, and valued athletics traditions, Wittenberg is home to 1,500 students, 60 majors, minors and special programs, three graduate programs, and 25 varsity sports.

Wittenberg University is committed to providing a comprehensive and competitive employee benefits package that attracts and retains talent to further the university’s mission and contributes to the personal and financial well-being of employees and their families.  From healthcare to our tuition benefit to vacation and holidays, our goal is to help our employees enjoy happy and healthy lifestyles, while maintaining a good work-life balance.  Click here to learn more about Wittenberg’s employee benefits.

Job Description:

Wittenberg University is inviting applications for the position of Administrative Assistant to provide administrative support to the Susan Hirt Hagen Center for Civic & Urban Engagement (Hagen Center). Reporting to the Director, this individual will provide direct administrative support to Center staff and serve as the initial point of contact for students, faculty, staff, and community members. This individual will be responsible for administrative processes related to the work of the Center, including but not limited to business functions, record-keeping, data entry, program logistics, marketing, and communication. The ideal candidate for this position must work with a variety of constituents, solve problems quickly and professionally, anticipate needs, and communicate proactively. Candidates should be team players who appreciate diversity, are able to multitask in a fast-paced, dynamic environment, and who have excellent customer service and time management skills.

We hope the person in this role will bring creativity, particularly in the area of marketing, to supporting Hagen Center initiatives. This is a full-time, non-exempt, 11-month position, working approximately 36 hours per week

Essential functions include but are not limited to:

Administrative Support

  • Serve as the initial point of operational and administrative contact for both internal and external constituencies, including students, staff, faculty, and community members.
  • Coordinate, as directed by program leads, administrative processes for all Hagen Center programs, such as tracking and managing information, creating forms, managing the Center’s programming calendar, etc.
  • Facilitate the transportation service for students who need a ride to their civic engagement experiences.
  • Establish and maintain organized files, records, and databases, including but not limited to: the community service database; student, faculty, and partner participation in Hagen Center programs; and partner correspondence.
  • Serve as Hagen Center liaison to the Business office (e.g. monitoring and assisting with budgeting, purchasing, check requests, billing, and purchasing card statements) and Facilities (e.g. serving as Building Ambassador and coordinating work orders).
  • Compile reports from records and databases to facilitate end-of-semester and annual reports and assist with assessment and evaluation reporting as needed.
  • Organize, schedule, and coordinate meetings, program logistics, and special events (e.g. catering, selecting dcor, managing RSVPs, etc.).
  • Organize and maintain an inventory of office supplies and other materials for programs and events.
  • Review and coordinate special project requests received from community, as needed. 

Marketing & Communication

  • Develop and coordinate the appearance of public-facing Hagen Center communication including marketing materials (flyers, branded giveaways, social media, etc.), programmatic materials (forms, documents, packets, etc.), and web-based content (social media, website, etc.).
  • Work with student(s) to create a social media plan and content highlighting Hagen Center programming and student successes.
  • Work with University Communications to maintain website to ensure Hagen Center programming and support resources are up-to-date and easily available to stakeholders.
  • Coordinate the appearance and dissemination of the bimonthly Hagen Center newsletter.
  • Develop and disseminate promotional and informational correspondence (email, announcements, newsletters, forms, invitations, etc.) associated with programs and events both internally and externally, including managing campus and community contact lists.
  • Represent the Hagen Center at campus events (e.g. orientation, admitted student days, involvement fairs, etc.) and any university committees (e.g. facilities) as needed.

Supervisory 

  • Hire and supervise student worker(s) to coordinate transportation services, administrative duties, and facilities management as needed. 

Other

  • Demonstrate support for diversity, equity and inclusiveness as well as participate in maintaining a respectful, positive work environment.
  • Perform other relevant duties or special projects as assigned.

Requirements:

Required:

  • An associate’s degree or some college experience is required; a bachelor’s degree is preferred.
  • 1 – 3 years of relevant experience required.
  • Working knowledge and experience using Microsoft Office software, specifically proficient in the use of Outlook, Word, Excel, and PowerPoint.
  •  Ability and desire to learn additional software applications required.
  • Excellent interpersonal, organizational, and communication skills (verbal and written) in order to work with the campus and community. Needs to be a team player, who appreciates diversity, is able to multitask in a fast-paced, dynamic environment, and who has excellent customer service and time management skills.
  • Ability to work with a variety of constituents, solve problems quickly and professionally, anticipate needs, and communicate proactively.
  • Excellent attention to detail, proofreading skills, and ensuring accuracy when producing documents.
  • Excellent project management skills with the ability to prioritize competing demands and timelines simultaneously with interruptions.
  • Occasional night and weekend work is required.
  • Frequently remain stationary for more than 50% of work day. Occasionally transport items weighing up to 20 pounds for various event needs.
  • A valid driver’s license is required; must meet required insurance qualifications found in Wittenberg Motor Pool policies and procedures. If license is from out of state, successful candidate will need to obtain a valid Ohio driver’s license within 30 days of hire date.

Preferred

  • Experience using Ellucian Colleague. 
  • Some supervisory experience.
  • Experience using Canva, Instagram, and Facebook.
  • Experience creating forms and surveys.
  • Knowledge of greater Springfield / Clark County communities.

Additional Information:

Wittenberg is committed to attracting and retaining highly qualified individuals who collectively reflect the diversity of our student body and society at-large.  Please see our notice of nondiscrimination housed on our website.

The successful candidate will demonstrate support for diversity, equity and inclusiveness as well as participate in maintaining a respectful, positive work environment.

Wittenberg University is committed to preventing and addressing sexual misconduct in our campus community. Click here to view our Title IX policies.

Employment at Wittenberg University is contingent upon satisfactory completion of applicable background checks including but not limited to: criminal records, educational verifications, driving records (when job-related), and/or credit history (when job related).

Application Instructions:

Review of applications will begin immediately and the position will remain open until filled.

To apply, please set-up an account in our online recruiting system and upload the following documents in MS Word or Adobe Acrobat format.

  1. Resume
  2. Cover letter
  3. Name, address, and phone number of three professional references.

Applicants who require accommodation during any stage of the hiring process should contact the Office of Human Resources at (937) 327-7517 or email hure-mail@wittenberg.edu.


Wittenberg University is an affirmative action, equal opportunity employer.

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Logo

Company Description:

In surveying the grounds of what is now Wittenberg University, the Rev. Ezra Keller, the college’s first president and founder, remarked: “This is a lovely spot for a literary institution.” Today, that lovely spot encompasses more than 100 acres of rolling hills and hollows in southwestern Ohio, with architecturally distinctive structures that embrace Wittenberg’s past and provide a beautiful backdrop to the teaching excellence and Lutheran-affiliated learning environment that has defined Wittenberg University since its founding in 1845. Nationally recognized for accessible professors, engaging classroom experiences, service opportunities, and valued athletics traditions, Wittenberg is home to 1,500 students, 60 majors, minors and special programs, three graduate programs, and 25 varsity sports.

Wittenberg University is committed to providing a comprehensive and competitive employee benefits package that attracts and retains talent to further the university’s mission and contributes to the personal and financial well-being of employees and their families.  From healthcare to our tuition benefit to vacation and holidays, our goal is to help our employees enjoy happy and healthy lifestyles, while maintaining a good work-life balance.  Click here to learn more about Wittenberg’s employee benefits.

Job Description:

Wittenberg University is inviting applications for the position of Administrative Assistant to provide administrative support to the Susan Hirt Hagen Center for Civic & Urban Engagement (Hagen Center). Reporting to the Director, this individual will provide direct administrative support to Center staff and serve as the initial point of contact for students, faculty, staff, and community members. This individual will be responsible for administrative processes related to the work of the Center, including but not limited to business functions, record-keeping, data entry, program logistics, marketing, and communication. The ideal candidate for this position must work with a variety of constituents, solve problems quickly and professionally, anticipate needs, and communicate proactively. Candidates should be team players who appreciate diversity, are able to multitask in a fast-paced, dynamic environment, and who have excellent customer service and time management skills.

We hope the person in this role will bring creativity, particularly in the area of marketing, to supporting Hagen Center initiatives. This is a full-time, non-exempt, 11-month position, working approximately 36 hours per week

Essential functions include but are not limited to:

Administrative Support

  • Serve as the initial point of operational and administrative contact for both internal and external constituencies, including students, staff, faculty, and community members.
  • Coordinate, as directed by program leads, administrative processes for all Hagen Center programs, such as tracking and managing information, creating forms, managing the Center’s programming calendar, etc.
  • Facilitate the transportation service for students who need a ride to their civic engagement experiences.
  • Establish and maintain organized files, records, and databases, including but not limited to: the community service database; student, faculty, and partner participation in Hagen Center programs; and partner correspondence.
  • Serve as Hagen Center liaison to the Business office (e.g. monitoring and assisting with budgeting, purchasing, check requests, billing, and purchasing card statements) and Facilities (e.g. serving as Building Ambassador and coordinating work orders).
  • Compile reports from records and databases to facilitate end-of-semester and annual reports and assist with assessment and evaluation reporting as needed.
  • Organize, schedule, and coordinate meetings, program logistics, and special events (e.g. catering, selecting dcor, managing RSVPs, etc.).
  • Organize and maintain an inventory of office supplies and other materials for programs and events.
  • Review and coordinate special project requests received from community, as needed. 

Marketing & Communication

  • Develop and coordinate the appearance of public-facing Hagen Center communication including marketing materials (flyers, branded giveaways, social media, etc.), programmatic materials (forms, documents, packets, etc.), and web-based content (social media, website, etc.).
  • Work with student(s) to create a social media plan and content highlighting Hagen Center programming and student successes.
  • Work with University Communications to maintain website to ensure Hagen Center programming and support resources are up-to-date and easily available to stakeholders.
  • Coordinate the appearance and dissemination of the bimonthly Hagen Center newsletter.
  • Develop and disseminate promotional and informational correspondence (email, announcements, newsletters, forms, invitations, etc.) associated with programs and events both internally and externally, including managing campus and community contact lists.
  • Represent the Hagen Center at campus events (e.g. orientation, admitted student days, involvement fairs, etc.) and any university committees (e.g. facilities) as needed.

Supervisory 

  • Hire and supervise student worker(s) to coordinate transportation services, administrative duties, and facilities management as needed. 

Other

  • Demonstrate support for diversity, equity and inclusiveness as well as participate in maintaining a respectful, positive work environment.
  • Perform other relevant duties or special projects as assigned.

Requirements:

Required:

  • An associate’s degree or some college experience is required; a bachelor’s degree is preferred.
  • 1 – 3 years of relevant experience required.
  • Working knowledge and experience using Microsoft Office software, specifically proficient in the use of Outlook, Word, Excel, and PowerPoint.
  •  Ability and desire to learn additional software applications required.
  • Excellent interpersonal, organizational, and communication skills (verbal and written) in order to work with the campus and community. Needs to be a team player, who appreciates diversity, is able to multitask in a fast-paced, dynamic environment, and who has excellent customer service and time management skills.
  • Ability to work with a variety of constituents, solve problems quickly and professionally, anticipate needs, and communicate proactively.
  • Excellent attention to detail, proofreading skills, and ensuring accuracy when producing documents.
  • Excellent project management skills with the ability to prioritize competing demands and timelines simultaneously with interruptions.
  • Occasional night and weekend work is required.
  • Frequently remain stationary for more than 50% of work day. Occasionally transport items weighing up to 20 pounds for various event needs.
  • A valid driver’s license is required; must meet required insurance qualifications found in Wittenberg Motor Pool policies and procedures. If license is from out of state, successful candidate will need to obtain a valid Ohio driver’s license within 30 days of hire date.

Preferred

  • Experience using Ellucian Colleague. 
  • Some supervisory experience.
  • Experience using Canva, Instagram, and Facebook.
  • Experience creating forms and surveys.
  • Knowledge of greater Springfield / Clark County communities.

Additional Information:

Wittenberg is committed to attracting and retaining highly qualified individuals who collectively reflect the diversity of our student body and society at-large.  Please see our notice of nondiscrimination housed on our website.

The successful candidate will demonstrate support for diversity, equity and inclusiveness as well as participate in maintaining a respectful, positive work environment.

Wittenberg University is committed to preventing and addressing sexual misconduct in our campus community. Click here to view our Title IX policies.

Employment at Wittenberg University is contingent upon satisfactory completion of applicable background checks including but not limited to: criminal records, educational verifications, driving records (when job-related), and/or credit history (when job related).

Application Instructions:

Review of applications will begin immediately and the position will remain open until filled.

To apply, please set-up an account in our online recruiting system and upload the following documents in MS Word or Adobe Acrobat format.

  1. Resume
  2. Cover letter
  3. Name, address, and phone number of three professional references.

Applicants who require accommodation during any stage of the hiring process should contact the Office of Human Resources at (937) 327-7517 or email hure-mail@wittenberg.edu.


Wittenberg University is an affirmative action, equal opportunity employer.

, Administrative Assistant, Hagen Center – HigherEdJobs

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