Faculty Administrative Assistant

Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service.

Hamline University is an Equal Opportunity/Affirmative Action employer. Hamline University does not discriminate on the basis of race; color; religion; creed; sex; sexual orientation; gender identity; gender expression; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities.

JOB SUMMARY

The Faculty Assistant provides support services and coordination for departments, programs, and faculty at Hamline.  

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Assist with functions related to HR, Finance, Accounting, and Payroll information systems such as Workday and ticketing systems. Examples include completing reimbursement requests, submitting payment requests, ordering supplies, reconciling university credit card transactions, hiring student workers and other, similar functions as delegated by faculty or the Dean’s Office.
• Maintain general bookkeeping files or records for departments, programs and grants.
• Purchase supplies, equipment, etc. by procurement card, check request or purchase. requisition.
• Coordinate delivery and pickup of packages and distribute incoming mail. Provide assistance to department/program chairs/directors during faculty searches, including but not limited to advertising job postings, arranging lodging, coordinating candidates’ schedules, and maintaining candidates' files.
• Assist with professional travel including travel logistics and reimbursements.
• Coordinate and assist with small and large events, such as reserve rooms, manage catering, creating publicity and, providing printed agendas/programs etc.
• Update department and program web pages
• Create signage in buildings and for offices as we as update building directories.
• Help to ready offices for incoming employees/faculty and support organization of some shared spaces.
• Collaborate with the Dean’s office and other faculty assistants on larger College and University projects.
• All other duties as requested.

REPORTING RELATIONSHIPS

This position reports to the: Associate Dean

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND KEY COMPETENCIES

• Strong attention to detail and critical thinking skills.
• Ability to work effectively in a fast-paced environment with a variety of individuals and programs.
• Self-motivated and self-directed work ethic with the ability to evaluate and prioritize tasks.
• Ability to meet deadlines and plan out complex projects in timelines.
• Ability to work with and handle confidential information appropriately, including FERPA.
• Strong and timely communication skills with stakeholders from diverse backgrounds.
• Working knowledge of GoogleDrive apps and Microsoft Office Suite.
• Experience and sensitivity working with students from diverse backgrounds.

MINIMUM EDUCATION/EXPERIENCE/EXPECTATIONS

•  High school diploma or GED equivalent.
• One (1) year experience working in a customer service or professional office environment.
• One (1) year experience working with Microsoft Office Suite products (Word, Excel, PowerPoint) or comparable products such as Google Suite.

PREFERRED EDUCATION/EXPERIENCE/EXPECTATIONS

• Two (2) years’ experience with progressively increased responsibility as an administrative assistant.
• Experience working in a higher education and or related field.
• Experience in a professional context working with budgets.

WORKING CONDITIONS / EQUIPMENT

Must be able to perform the following essential functions with or without a reasonable accommodation:

• Ability to lift up to fifteen pounds on a regular basis and up to 50 pounds on an occasional basis.
• Must be able to work on a computer for an extended period of time.

ADDITIONAL INFORMATION

• This is a full time, non-exempt (1.0 FTE) position which requires 40 hours a week, 12 months a year. (Applicants who will be graduating from college in spring 2024 could temporarily work a reduced number of hours to support their degree completion, which may affect benefits in the short-term).
• Hybrid work is an option after probationary period.
• Evening and weekend work may be required with advanced warning.
• Occasional overtime may be required.

EEO/DIVERSITY STATEMENT

Hamline University does not discriminate on the basis of race; color; religion; creed; sex; sexual orientation; gender identity; gender expression; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local commission; disability; age; or protected veteran status in its education or employment programs or activities.

All questions marked ‘Required’ need to be answered in order to submit the application. It is important that your application show all of the relevant education and experience you possess. Applications may be rejected if incomplete. If rejected, you must reapply for the position in order to be considered. A resume or curriculum vitae, a cover letter outlining your qualifications for and interest in the position, contact information for 3 current, professional references, as well as copies of transcripts (if required) must be uploaded with each application.