Urgently Require Administrative Assistant - MSW Program - Sacred Heart University in Fairfield, CT

Job title: Administrative Assistant - MSW Program - Sacred Heart University
Company: Sacred Heart University
Job description: Title

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Job Details
Administrative Assistant - MSW Program
Category: Administrative Support
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Department: Social Work [SWK]
Locations: Fairfield, CT
Posted: Aug 29, 2023
Closes: Open Until Filled
Type: Full-time Non-Exempt
Position ID: 166794

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About Sacred Heart University:

As the second-largest independent Catholic university in New England, and one of the fastest-growing private doctoral institutions in the U.S., Sacred Heart University is a national leader in shaping higher education for the 21st century. SHU offers nearly 90 undergraduate, graduate, doctoral and certificate programs on its Fairfield, Conn., campus. Sacred Heart also has a campus in Dingle, Ireland, and offers online programs. More than 10,000 students attend the University's nine colleges and schools: Arts & Sciences; Communication, Media & the Arts; Social Work; Computer Science & Engineering; Health Professions; the Isabelle Farrington College of Education & Human Development; the Jack Welch College of Business & Technology; the Dr. Susan L. Davis, R.N., & Richard J. Henley College of Nursing; and St. Vincent's College. Sacred Heart stands out from other Catholic institutions as it was established and led by laity. The contemporary Catholic university is rooted in the rich Catholic intellectual tradition and the liberal arts, and at the same time cultivates students to be forward thinkers who enact change-in their own lives, professions and in their communities. The Princeton Review includes SHU in its Best 388 Colleges-2023 Edition, and Best Business Schools-2023 Edition. Sacred Heart is home to the award-winning, NPR-affiliated radio station, WSHU, a Division I athletics program and an impressive performing arts program that includes choir, band, dance and theatre.

Job Description:

To provide administrative support to the MSW Program both on-ground and online. The position is responsible for the maintenance and management of academic and student affairs systems and processes.

PRINCIPAL DUTIES & RESPONSIBILITIES:

MSW/MSW-Online and On-ground Program Needs

• Manage registration periods: Registration; facilitate electronic add/drop forms with students, assist students with registration through registrar office, managing registration permission approvals, manage course waitlists, monitor course enrollment, update and submit course schedules and assessment fees within designated timeframes
• Process, file and maintain student forms & paperwork including, Leave of Absence, Reinstatements, Registration, Admission rubrics, LMSW Licensure forms, Probation, independent studies and Dismissal letters
• Develop, maintain, and stay up to date with electronic student records across SHU systems
• Record and maintain MSW program student list, adding new admits, removing Graduated, dismissed, or withdrawn students
• Support the educational review process each semester, notifying students of probationary terms and follow-up requirements
• Create and maintain MSW operational year calendar; Internal Paper calendar, semester course schedule calendar, student class schedule calendars
• Administrative support to MSW Program Reaffirmation process (each cycle)
• Support SSW May Commencement and orientation events (up to 5 per year)
• Facilitate program communications: Distribute fliers, announcements from Learning Management System, job announcements from agency partners, important deadlines, etc.
• Provide administrative support for admissions application process
• Provide administrative support for application for graduation process: maintain reports, facilitate approval process, update School student lists, communicate with students/advisors/Registrar accordingly
• Support MSW program Adjunct teaching: prepare welcome letters and contracts, support regular meetings of adjuncts, respond to adjunct needs
• Document policies/processes, maintain updated student handbooks and post in relevant areas
• Communicate textbook updates and semester adoption uploads according to SHU bookstore protocols
• Advising support: manage advisor assignments and communicate accordingly, re-assign advisors as needed, support Advisors in problem-solving registration and SPA issues, identify and respond to inaccurate program plans
• Support the collection and documentation of course syllabi from faculty
• Update and maintain MSW Catalog
• Prepare/compile student data for annual reports and as requested

Additional Responsibilities:

• Attend SW Department meetings and preparing minutes in rotation with other SSW assistants
• Manage maintenance/classroom requests as needed
• Maintain and archive inactive student files
• Maintain and manage MSW booklist and publisher accounts.
• Create fliers, invitations, announcements, and minutes as needed
• Assist with Faculty Examination and Desk-copy orders
• Work with IT & Data departments to improve processes
• SSW Meetings - create virtual meeting invite via zoom per SSW schedule, invite faculty
• Other duties as assigned

Requirements:

Flexible working hours to accommodate department needs. (Monday through Friday, with occasional evening/and or weekend work with advance notice.)

KNOWLEDGE AND SKILLS NEEDED:

• A minimum of 3 years of comparable experience
• Possess good organizational and problem solving skills
• Possess excellent communication skills (oral and written)
• Ability to work with minimal supervision with anticipatory and prioritization skills
• Good knowledge of working in an academic setting with multiple faculty and university staff
• High degree of integrity, professionalism, diplomacy, and discretion

Additional Information:

Statement of Personal & Organizational Responsibility for Inclusive Excellence

Inclusive Excellence is the recognition that our institution's success is dependent on how well we value, engage, and include the rich diversity of students, staff, faculty, administrators, alums, and surrounding community. It is a mastery of inclusion that fosters a consistent sense of belonging. Inclusive Excellence is aspirational and is the pillar that guides the mission, vision, and function of this unit.

To achieve Inclusive Excellence, our personal and organizational responsibilities are to:

• Actively promote a collegial environment and consciously apply our mission and values to create a culture of inclusion and belonging; a safe space where all may thrive and succeed.
• Participate in educational and developmental activities to increase awareness and competencies of issues related to diversity, equity, inclusion, and belonging; apply that understanding to guide your approach to all aspects of your job and the community as a whole.
• Demonstrate that we are "Stronger Together" as described in the Office for Inclusive Excellence

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Application Instructions:

Please apply online, faxes and emails will not be accepted. A cover letter is appreciated.

Sacred Heart University is a space that respects and embraces differences, recognizes the unique contributions that individuals can make, and creates a community that maximizes the potential of all faculty and staff. As an equal opportunity employer, we encourage applications from qualified candidates who reflect the wider world in which we live.
Expected salary:
Location: Fairfield, CT

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