Administrative Assistant Remote

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Administrative Assistant (Remote)
Category:
Staff
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Department:
Academic Affairs
Locations:
Seattle, WA
Posted:
Oct 6, 2022
Closes:
Open Until Filled
Type:
Full-time
Position ID:
154208
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About **MEMBERS ONLY**SIGN UP NOW***.:
**MEMBERS ONLY**SIGN UP NOW***. (CityU) is a distinguished and comprehensive private nonprofit university and an affiliate of the National University System. We are dedicated to providing accessible, achievable higher education to adult learners. As a pioneer in digital learning, we have been delivering online education for over 40 years. CityU is ranked by the U.S. News & World Report among the top for online bachelor's degree programs, and among the top online programs for veterans in the U.S. CityU prides itself on having a completion rate of twice the national average according to data from the Chronicle of Higher Education.
CityU has over 20 locations in the Northwest and worldwide. Many of our degree, certificate and endorsement programs are offered online, in-person, mixed-mode and in performance-based formats. Aside from its flagship campus and headquarters in Seattle, CityU offers programs in Canada, China, the Czech Republic, Mexico, Slovakia, Switzerland, and Vietnam.
Job Description:
Job Summary:
Provide general administrative support and customer service to assigned schools/departments. This role also includes working directly with the Provost office, program directors, human resources, and the payroll department. Administrative Assistants also assist in the assigning of faculty to courses through course nomination process, course shell and faculty engagement review, and the review of faculty pay and processing special pay requests, as well as other standard administrative duties as listed below.
Essential Duties and Responsibilities:
1. Support the new faculty hiring process and quarterly faculty course nominations in cooperation with program directors, human resources, and individual faculty members.
Confirm new faculty information as well as course assignments and communicate information to each new faculty.
Assign new faculty to New Faculty Orientation courses.
Assign new and existing faculty to appropriate courses in PowerApps and PeopleSoft.
2. Manage admissions for assigned programs in cooperation with program directors/managers.
Collect, track and manage all application materials received for each student.
Communicate applicant progress to program directors.
Work with enrollment teams to ensure timely receipt of application materials.
Coordinate student interviews with program director.
3. Manage Quarterly Course Shell Review for programs using learning management software and database systems to track faculty compliance with required course elements per class.
Review each course at the beginning of each quarter to ensure standard university and program requirements are included.
Communicate the status of the shell review and required elements with teaching faculty.
Communicate any missing element(s) to appropriate program directors.
4. Review faculty pay distribution and process special pay requests for faculty, guest lecturers, and subject matter experts in cooperation with payroll specialist, program directors, and the payroll department.
5. General administrative support functions for programs.
Communicate and coordinate operational policy or procedural changes to ensure internal and external customer service is maintained for staff, faculty, students and the public.
Schedule meetings, special events, and patriciate as staff support on committees when requested.
Prepare event arrangements, announcements, agendas, reports, minutes, department calendars, etc.
Order supplies, equipment, books and materials as needed for departments and/or students.
Note taking for committee assignments.
6. Ensure that operational documents are in order. Work with student and/or faculty and follow up to ensure that student files and program records are complete and all information tracked and recorded.
Maintain student records in accordance with university, state, federal, and/or provincial accreditation requirements.
Collect and prepare relevant student documentation and information for program directors, program managers, and faculty when requested.
Create, modify, maintain and archive physical files (when appropriate) and electronic records ensuring that they are up to date and accessible.
Prepare and proofread a variety of documents such as correspondence, spreadsheet or database reports, meeting notices and agendas, manuscripts, schedules, student evaluations, etc.
7. General administrative functions for Academic Affairs.
Make recommendations for process improvement.
Support the process of evaluating operational policies and procedures on an ongoing basis to ensure continued appropriateness and efficiencies.
8. Support activities of the Office of Equity Diversity, and Inclusion (OEDI) and the Social Justice Coalition (SJC).
Requirements:
Minimum Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Bachelor's degree, or equivalent combination of education and experiences.
A minimum of 2 years of office and administrative experiences.
Must demonstrate a high level of customer service, attention to detail, and organizational, problem-solving ability and proactive work habits.
Ability to perform job duties with minimal supervision, effectively prioritize work, multi-task and adjust to changing workloads and deadlines, particularly in a remote working environment.
Ability to maintain a high level of discretion and confidentiality.
Ability to read, analyze and interpret documents such as safety rules, operating instructions and procedure manuals. Ability to write routine correspondence. Ability to speak effectively before groups of customers or employees.
Proficiency with MS Office products, including Outlook and advanced functions of Word, Excel and SharePoint.
Ability and willingness to learn other business software, including learning management systems.
Experience in higher education environment desired.
Additional Information:
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to perform repetitive motions of the hands or wrists, sit, stoop or bend, talk, hear, and feel.
The employee is occasionally required to reach and kneel.
The employee must frequently lift and/or carry up to 20 pounds and occasionally push and/or pull up to 20 pounds.
Working Conditions:
The working conditions described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed remotely. Consistent access to high-speed internet required.
Salary information:
$40,000 -- $48,000/year DOE
Benefits information:
We offer a comprehensive benefit package including Paid time off, Health insurance, Dental insurance, Healthcare spending or reimbursement accounts such as HSAs or FSAs, Other types of voluntary insurance, Retirement benefits or accounts, Education assistance or tuition reimbursement, etc.
Application Instructions:
CityU of Seattle only accepts application materials through this online application process. Please submit a complete application to be considered for this position. A complete application includes:
Completed Electronic Application Form
Current Resume
Cover Letter
Once you have created a profile, please remember to record your password. If you use the 'Help Desk' feature, responses will be sent to your Interview Exchange account. Candidates with qualifications and experience most aligned with current needs will be contacted by a hiring manager. Once the position is filled, you will see a status update in your account profile.
If you encounter technical problems while applying for a position, please use the 'Help Desk' feature in your Interview Exchange account to submit the issue to technical support. For non-technical issues or questions, please email ****.
**MEMBERS ONLY**SIGN UP NOW***. is an equal opportunity employer and is continuously working to build a diverse faculty and staff. City University strongly encourages inquiries from all qualified individuals interested in becoming part of the CityU team, including women, Aboriginal peoples, persons with disabilities and members of visible minorities.

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