Administrative Assistant for Office of the Dean  

Summary of Work Activities and Responsibilities

Under the supervision of the Assistant to the Dean, the Administrative Assistant IV provides classroom and learning management system assistance to AGSB’s various degree programs.

Main Duties and Responsibilities
I. Classroom Management Support

• Monitors requirements and provides support for onsite/flex and online classes
  • Serves as helpdesk and extends assistance to the academic departments
  • Attends to technical requirements during online classes (e.g., sharing presentations, setting-up of breakout rooms and polls, AV presentations, etc.)
  • Assists in preparing classrooms for classes by ensuring that that all necessary requirements and equipment are set up and working properly before the start of the class
  • Responds to student email inquiries in a timely manner
• Conducts regular inventory and maintenance of all classroom equipment, in coordination with the Central Facilities Management Office (CFMO)
  • Secures all classroom equipment and ensures that these are turned-off and properly kept after use
  • Checks and reports equipment for repair and coordinates with the CFMO and/or service providers, as needed
  • Monitors status of repairs and maintenance requirements for classrooms
  • Recommends replacement of equipment based on the prescribed equipment lifecycle and prepares a list of equipment for disposal
• Coordinates and assists faculty members for e-book-related requirements in the Learning Management System, and gathers purchasing details for e-books from suppliers, class beadles, and the faculty, as needed
• Coordinates with the Office of the Vice President for Digital Information and Technology Services (OVP-DITS) for any IT-related concerns and requirements for classes
• Provides support to Academic Departments in encoding/ embedding evaluation links in Canvas courses, and in implementing onsite periodic student faculty evaluation
• Sets-up and monitors onsite and online Strategic Management defense and performs plagiarism checking for the student’s paper submissions

II. Learning Management System and Videoconferencing Support (for Master of Business

• Administration [MBA] and Doctor of Medicine (MD) - MBA Programs)
• Facilitates the creation of courses and accounts in the Learning Management System
  • Creates courses in Canvas based on course schedule and instructions of faculty
  • Creates students and faculty accounts in Canvas, and facilitates account enrollment to courses
• • Manages faculty accounts for video conferencing software
  • Creates and assigns faculty accounts
  • Monitors and disables licenses for faculty with no teaching load
• Conducts orientation/ training to faculty for the use of Flex equipment, Learning Management System, and videoconferencing software

III. Communication and Events Management Support

• Sends SMS and email blasts for School announcements and events (e.g., graduation, ORSEM, etc.)
• Updates materials posted on the School’s bulletin board and coordinates with Office of the Vice President for Digital Information and Technology Services (OVP-DITS) and/or the University Marketing and Communications Office (UMCO) for the posting/updating of the School’s website
• Assists the CFMO in setting up and attending to AV requirements for the School’s onsite events (e.g., ORSEM, faculty meetings, etc.)
• Prepares materials for the School graduation (e.g. presentation materials, souvenir programs), in close coordination with the UMCO
• Coordinates with the OVP-DITS for the School’s video streaming requirements for events

IV. Performs other office-related tasks as may be assigned by immediate supervisor or authorized representatives

Knowledge, Skills and Abilities

• Technological Savvy: Proficient in navigating web-based applications (e.g., Google Suite, Canvas LMS, Zoom, and various internet browsers); Knowledgeable in Mac and Windows Environment; Proficient in various Microsoft Applications (e.g., Word, Excel, Powerpoint, Outlook, Access)
• Equipment Operation and Maintenance: Possesses technical knowledge in audio visual installation, maintenance, troubleshooting; Basic knowledge in computer setup, troubleshooting and maintenance
• Attention to Detail: High-level of accuracy; Being careful about detail and thorough in completing work tasks
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; Ability to multitask
• Interpersonal Skills: Ability to relate and work in/with a team
• Communication Skills: Excellent oral and written communication skills
• Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention

Education and Experience Requirements

• Bachelor’s degree; Preferably in Office Administration
• At least 1-3 years of relevant work experience in administration, training, technical, or customerservice