Administrative Assistant for the Freeman College of Management
March 10, 2018
This 12-month position provides high-level, essential support to staff in the Freeman College of Management Dean's office. The person fulfilling this position will have a proven ability to manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal constituents and organize and maintain effective administrative processes. In addition, this position requires evening hours to staff events and some overnight travel for student trips. Above all, he or she will demonstrate the ability to work independently, take initiative, exercise independent judgment, and work in a fast-paced environment.
Job Duties: General Duties and Responsibilities: 1. Provides administrative support and oversees the daily operations of the programs including purchasing supplies, maintaining copier and office supplies, arranging meetings, processing purchase orders, maintaining confidential records, and preparing other program related materials. 2. Serves as a main point of contact for operations of the programs both internally and externally to Freeman CoM. Demonstrates exceptional customer service skills such as tact, professionalism, teamwork and friendliness. 3. Coordinates preparation, setup and logistics for, programs including symposia, conferences, field trips, performances, etc. Arranges guest speaker travel and itineraries processes honoraria. 4. Maintain electronic signage for Freeman CoM on boards within Taylor Hall. Works with Student Managed Investment Fund (SMIF) course students as needed to assure the SMIF electronic board is updated. 5. Liaise with the University's Communications Department for stories, marketing and PR for the College. 6. Update on a weekly basis (with the assistance of student workers) the Freeman CoM social media accounts (FB, Twitter, Instagram) as well as update Freeman CoM webpages. 7. Write, prepare and send to Freeman students a weekly digest e-mail of events and activities. 8. Purchase, prepare and distribute thank you gifts for guests speakers. 9. Maintain a list of guests that visit Freeman CoM each semester and coordinate the data input into Development and Alumni Relations records. 10. Prepare birthday and other personal sentiment cards for Freeman faculty, staff and students regularly and as requested by Dean's staff. 11. Greet all individuals who visit the Dean's office suite while coordinating office coverage with student workers or administrative staff to assure consistent office staffing. 12. Attend and assist with field trip logistics. Requires travel beyond the regular business day or overnight outside of regular business hours. (Examples of locations include: NYC, DC, Boston) 13. Work a flexible schedule that aligns with guest speaker and program events on evenings and weekends as needed. 14. Plans own workload, prioritizing key tasks, and ensures the appropriate allocation of time and effort to achieve the required results while working independently.
Freeman College of Management Specific Duties: 1. Provides administrative support for a) summer and off semester programs b) management related clubs such as Women in Finance, Consulting Club and other student clubs c) annual and one time events such as the Financial Literacy Seminar d) Associate Dean of Faculty as requested. 2. Oversees the College's involvement in admissions activities, including the coordination of the Day in the Life program and arranging admissions tours. 3. Supervises in office student workers and approves their time. 4. Performs other duties as assigned by supervisor and dean. 5. Coordinates with other administrative support staff to ensure the smooth running and adequate office coverage for the College of Management office. 6. Provide backup coverage for Academic Assistants and other administrative assistants as needed.
Minimum Qualifications: • High school diploma/GED • Three years of administrative/office experience • Demonstrated knowledge of computers and software including word processing, spreadsheet, email and calendaring applications • Strong written and verbal communication skills • Exceptional customer service skills, strong attention to detail, and ability to prioritize deadlines and successfully manage multiple priorities • Ability to handle sensitive confidential information in a responsible and appropriate manner • Proactive approach to projects, problem solving, communication needs, and planning • Must be able to work independently as well as in a team environment • Demonstrated ability to positively interact with a wide range of individuals and a commitment to diversity and inclusiveness • Interest in learning or proficiency managing social media accounts (FB, Twitter, Instagram)
Physical Demands: • Ability to lift and carry up to 25 lbs. • Must be able to remain in a stationary position for extended periods of time. Sit at computer and use mouse/keyboard for long periods of time. • Must be able to move about the office to access file cabinets and office machinery such as copiers and printers. • Work in a demanding environment with multiple competing deadlines and frequent interruptions.
Bucknell University provides equal opportunity without regard to race, color, gender, gender identity, gender expression, sexual orientation, age, religion, national or ethnic origin, marital status, veteran status or disability in admissions, employment and in all of its educational programs and activities.
Bucknell University is a private, highly selective, unique national University where liberal arts and strong professional programs in engineering, business, education and music complement each other. We seek candidates who are committed to Bucknell's efforts to create a climate that fosters the growth and development of a diverse student body, and we welcome applications from members of groups that have been historically underrepresented in higher education. Bucknell is a NCAA Division I (FCS) and Patriot League member institution that sponsors 27 varsity athletics programs. Located in Central Pennsylvania along the Susquehanna River, Bucknell is nestled in the Borough of Lewisburg, an architectural gem that has been ranked as one of America's best small towns. The Lewisburg area offers a unique combination of outdoor recreation opportunities, and appealing amenities such as art galleries, an art deco theater, historic museums, and charming independent boutiques and restaurants. In addition to the many cultural and athletic events offered by the University and the Borough, the surrounding region offers outstanding schools, medical facilities, and an affordable cost of living. For those who crave the city, Bucknell is within an easy three-hour drive to Philadelphia, New York, Baltimore, and Washington, D.C.