Administrative Assistant for President's Office & Academic Affairs

• - President's Office
• Hanover, IN, USA
• Full Time

Primary Function:

Assist with clerical and administrative tasks for the President's Office and Academic Affairs Office including but not limited to support for the business, theater, and music departments.

Administrative Responsibilities:

President's Office Tasks:

• Assist with the coordination of meetings on the President's schedule.
• Assist with the coordination of President Office events including activities and dinners at the President's House.
• Assist with Board of Trustee meeting preparations including:
• catering coordination
• reservations of meeting locations and IT needs
• trustee packages and name tags
• preparation of Onboard trustee committee meeting and board materials
• attend trustee meeting weekend meetings and troubleshoot issues
• Coordinate travel arrangements for the President in consultation with the Chief of Staff.
• Files, office supply and mail management.
• Conduct special projects and research as assigned.
• Prepare PowerPoint presentations and meeting materials.
• Provide phone coverage when the Chief of Staff is not working due to vacation, personal, sick time, or as needed.
• Other duties assigned by the Chief of Staff or President.

 Academic Affairs Office Tasks:

• Schedule meetings and reserve conference rooms.
• Assist with scheduling and preparation of student and Shoemaker series events.
• Coordinate and support off-campus conferences and performances, including music tours.
• Update departmental websites regarding events, concerts, and performances.
• Coordinate high school visits by faculty.
• Liaison with admissions for prospective student visits.
• Liaison with advancement for donor stewardship.
• Coordination of scheduling orientation meetings for prospective/admitted students for the business department.
• Order office/department supplies as needed.
• Supervise student workers and approves timecards as needed.
• Monitor facility and custodial needs for the Center for Business & Entrepreneurship, CFA, and The Other Place, and submitting work orders when necessary.

Supervisory Responsibilities:

• Assist directly or indirectly with supervision of student workers assigned to the President's Office and Academic Affairs Office.

Financial Responsibilities:

• Assist with President's Office invoice payments and expense reporting.
• Submit Academic Affairs Office invoices for payment and track budgetary department spending.

Other Responsibilities:

• Promote a positive image of Hanover College and represent the College in accordance with the College's mission, principles, and strategic plan.
• Support and is an advocate for the College's diversity, equity, and inclusion efforts, goals, and mission.
• Perform/complete other projects and tasks assigned by (supervisor).

Qualifications:

Education, Certifications, Training, Experience

• High School Diploma; bachelor's degree preferred
• Office management experience required
• Proficiency in Microsoft Office, Excel, PowerPoint, mail-merging required

Skills, Competencies, Abilities

• Ability to work independently and in team environments
• Able to work under pressure and meet deadlines, managing multiple priorities simultaneously
• Excellent at time management, able to multi-task and be flexible
• Excellent oral and written communication skills; proofreading skills
• Strong organizational skills; detail-oriented
• Ability to work in a fast-paced environment
• Ability to maintain confidentiality
• Welcoming disposition in person and on the phone
• Punctual and responsive
• Professional appearance and demeanor
• Ability to work flexible hours as needed (evening and weekend events)

Physical Requirements/Environment:

• Regular/daily climbing of stairs and walking to/from activities and events on/off campus
• Occasional lifting up to 25 lbs
• Occasional evening and weekend work and out of town travel required