Administrative Assistant for Colleges of STEAM and BCL
Alvernia University

Reading, Pennsylvania

Posted in Education and Training

This job has expired.

Job Info

Job Summary:

The Administrative Assistant is responsible for providing clerical, administrative, and project support to the dean, faculty, and staff within the College of Business, Communications & Leadership and the College of STEAM (Science, Technology, Engineering, Art and Mathematics).

Essential Functions:

  1. Promote Franciscan ideals and adherence to the Mission of the University as demonstrated by the University Ideal Characteristics. As we are an equal opportunity employer committed to Franciscan values, all employees share responsibility for advancing diversity, equity, and inclusion in the performance of their roles while demonstrating: service orientation, respect for all, intellectual curiosity, solution focus and innovation, and mutual accountability.
  2. Issue full-time faculty contracts during the semester and/or summer; directed/independent study courses, faculty overloads, summer chair and/or program director stipend; work with the department chairs to assess these needs.
  3. Maintain Deans' operating budget and process monthly credit card statements.
  4. Provide monthly departmental budget reports to Department Chairs utilizing Management Reporter system; work closely with SVP/Provost Office and Accounting Department related to budget process (departmental and adjunct).
  5. Organize, assist, and follow through with events/projects as assigned by the Dean(s).
  6. Organize and take minutes at department chair and college meetings.
  7. Organize faculty and staff searches, including on-campus agenda, travel, and accommodations.
  8. Respond to and maintain letters/resumes received for faculty/staff positions, and work with HR on the recruitment and onboarding process for new faulty positions
  9. Organize, assist, and follow through with department chairs for accreditation site visits; including on-campus needs as well as travel and accommodations.
  10. Oversee and assist Graduate Assistant and support staff within the college(s).
  11. Assist faculty and staff with PN3 electronic Accounts Payable system-approving, coding of invoices submitted.
  12. Assist and, as needed, process arrangements (conference fee, transportation, hotel) for Dean(s) attendance at conferences.
  13. Compose correspondence, schedule appointments, and meetings.
  14. Process Dean's List letters to students.
  15. Process Purchase Requisitions, department chair credit card statements, and employee expense reimbursements.
  16. Maintain faculty (full-time and adjunct) and staff files.
  17. The position also may serve as the backup point person for 401 Penn building in the absence of the receptionist.

Additional Responsibilities:

  1. Maintain and order supplies as needed
  2. Handle incoming and outgoing mail
  3. Screen, assist, and direct phone calls; greet visitors.
  4. Perform other services deemed reasonable by the Dean(s)


  1. Commitment to the mission statement, core values and goals of Alvernia University.
  2. Bachelor Degree preferred.
  3. Minimum 2-3 years of administrative assistant or related experience.
  4. Ability to multi task and collaborate with other administrators and members of the Alvernia community
  5. Strong organizational and communication (written and oral) skills.
  6. Proficient computer skills and experience in using Word, Excel, Power Point, and Outlook.

Physical Requirements:

  1. Attendance is required in order to perform the duties of this job.
  2. Prolonged periods of sitting at a desk and working on a computer.
  3. Must be able to lift 15 pounds at times.

This job has expired.

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