Job Description

The Faculty Assistant at the Olin Business School is responsible for directly supporting 16-20 full-time and/or 20-25 part-time faculty with the coordination and organization of software tasks, travel planning, accounting issues, research, event planning, copy-editing, web-based projects, and support to Olin students. Supports the Associate Director of Administration, Office Manager, Olin staff, other faculty, and students as required.

 

Job Description

Primary Duties & Responsibilities

 

Administrative Assistant Duties

• Provide administrative support to primary faculty assigned to this position while utilizing various skills and talents to accomplish requested assignments.
• Utilize Microsoft Word, Excel, PowerPoint, Outlook, Adobe Acrobat, and MathType in completing assigned projects such as manuscripts, letters, exams, spreadsheets, presentations, formatting research papers, and mass mailings.
• Make travel arrangements for faculty including airfare, hotel, car rental and itineraries.

 

Event Planning

• Coordinate visits of workshop speakers; brown bag seminars, schedule meetings and conferences - Make hotel reservations, appropriate arrangements for meeting rooms, refreshments, notices and announcements, create daily meeting itinerary for Olin faculty and speaker, gather necessary W-9/W-8 BEN information and travel receipts for reimbursement to the visitor(s), and any follow-up as may be requested by the faculty.
• Travel Arrangements - Coordinate travel arrangements, accommodations, and assist with recordkeeping for travel expense reports for guests of Olin.

 

Technology/Web-Based Projects

• Merge Course Sections on Canvas and add site content to Canvas or other Learning Management Systems for faculty – create exams or online homework assignments, post assignments and announcements, coordinate recordings of class, create Zoom links for remote learning students or meetings, post course materials for Online MBA program.
• Create seminar/workshop announcements and meeting requests using the seminar app.
• Create surveys and collect/format data using Qualtrics, Survey Monkey, or other poll/survey web-based programs.
• Use Digital Measures system to update faculty online bios or enter new information.
• Update personal websites for faculty.
• Create and update websites for conferences using WU Sites or idloom, enter Call for Papers or conference announcements on SSRN.
• Enter information on Olin-owned websites to advertise seminars, workshops, and conferences.

 

Accounting

• Make purchases using Procurement Card on behalf of faculty or Faculty Support and submit receipts to Olin Accounting with Cost Center information required for the charge.
• Submit faculty receipts for local purchases or travel expenses to Olin Accounting for reimbursement ensuring that all information is provided by faculty.
• Monitor faculty STAR account or Research Center budgets on behalf of faculty or Center directors. Ensure requests for Center funding are seen and approved by directors.

 

Research

• Assist faculty in collecting and compiling data for research projects and/or tenure reviews.
• Work with Olin Accounting Department to collect and supply proper data for human subject payments and distribute payments to participants as required.

 

Student Assistance

• Coordinate TA work assignments on behalf of faculty; arrange exam locations and time frames for special needs students, contact students/TAs with information from faculty.
• Answer emails from students regarding various attainable information and refer them to the professor, a TA, or the LMS for answers.

 

Editing

• Provide general copyediting services to Olin faculty. Proofread research papers for proper spelling, grammar and punctuation. Compare bibliography to paper content to ensure both are correct and all references are cited.

 

Preferred Qualifications

• Prior University experience.
• Prior event planning experience.
• Experience with LaTeX or Mathtype software.
• Experience with HTML language and/or general web-design.
• Ten years’ experience in a work environment emphasizing customer focus, high productivity, quality control, teamwork, and a diverse workforce.
• Strong proficiency of PC applications, including Microsoft Word, Excel, PowerPoint and Outlook.
• Thorough knowledge of secretarial functions and procedures.
• Ability to produce high-quality work with a high degree of speed and accuracy.
• Demonstrated professional interpersonal and communication skills; ability to work and communicate effectively with faculty, staff, students, administrators, and others in the work setting.
• Effective planning and organizational skills to ensure class materials, research projects, and events are completed by deadline.
• Demonstrated ability to manage work and major processes.
• Ability to learn, note and correctly interpret instructions from administrators, faculty, and staff, each having specific needs and expectations.
• Ability to work under time constraints and to work independently with minimum supervision.
• Ability to remain flexible to complete assignments during staff absences and other staffing issues.

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