Job Description

HIRING PROCESS: All submitted application materials are forwarded to the appropriate department for review. Hiring recommendations are made at the departmental level. Department representatives will contact candidates directly if an interview is scheduled or if further information is required. The information provided in each job listing below is the extent of what is available to interested candidates. No additional information is available. Brenau only accepts applications/resumes for advertised positions.

PRE-EMPLOYMENT SCREENINGS: Brenau University will conduct criminal background checks on all persons being considered for initial employment. In some circumstances, an FBI fingerprint report may be necessary to satisfy the requirement. Once employed, employees must hold and continue to maintain a favorable criminal history background. Random background checks are performed. Credit checks may be performed on candidates/employees who are selected for a position that regularly engages in handling credit cards or other company monies. A Motor Vehicle Report (MVR) may be performed during the hiring process, or as part of a random check. MVR checks are required to meet insurance requirements for those employees operating a university vehicle or participating in any driving activity on behalf of Brenau University, (including operating a golf cart, rented vehicle or one’s personal vehicle). Employees who travel must be at least 21 years of age, have a valid Georgia driver’s license, and good driving record. All employees who operate university vehicles, who are employed in a sensitive position, or who travel regularly as part of their job responsibilities may be subject to post-hire drug screening and random drug-screening. All employees are subject to reasonable suspicion drug screening.

EQUAL OPPORTUNITY: Brenau practices and believes in equal opportunity for all students, employees and job applicants. We do not discriminate on the bases of age, race, color, religion, sex (including pregnancy and gender identity), sexual orientation, national origin, disability, genetic information, military service, or any other characteristic protected by federal, state or local law or ordinance. These protections extend to all conditions and privileges of employment, including, without limitation, to recruitment, hiring, compensation, benefits, transfers, promotions, discipline, and termination.

DRUG-FREE WORKPLACE: Brenau University is a drug-free workplace as certified by the Georgia Workers Compensation Board. 

Position Summary: 
The Administrative Assistant to the Chief of Staff is responsible for managing and tracking office functions and details as well as coordinating events within the Office of the President. This position is responsible for opening and closing the Executive Suite and assisting with the needs of those within the Executive Suite. The position is responsible for a number of administrative responsibilities and coordination of communication and activities as directed. 

Minimum Qualifications:
Completion of high school is required. An undergraduate degree is preferred. A minimum of five years of experience in a busy office environment is necessary. Any combination of education and experience will be considered. Must present a high level of professionalism, demonstrate strong customer service and organizational skills and be able to think analytically in order to facilitate connections among separate but related topics; be proficient in all Microsoft Office programs, Google Forms, Formstack and Zoom. Knowledge of Raiser’s Edge is helpful. Ability to work independently with little direction as well as in partnership with the Chief of Staff is important. The ability to maintain confidentiality is mandatory. The position requires a high proficiency in multi-tasking, comprehending verbal direction and attention to detail while in an environment where priorities may change daily.

Job Duties & Responsibilities:

  • Greet visitors, guests and students; relay detailed messages expediently, make referrals to appropriate parties/departments on campus.
  • Maintain front desk area in orderly manner.
  • Provide assistance to offices within the Executive Suite.
  • Schedule appointments for the President and Chief of Staff as directed.
  • Awareness of staff schedules in order to address the needs of those seeking a staff member.
  • Draft/prepare correspondence of all types including birthday and holiday greetings and maintain such lists.
  • Draft/prepare donor letters.
  • Review local media for updates regarding local constituents.
  • Maintain the President’s Conference Room Calendar and Conference Room supplies.
  • Schedule Leadership Team meetings and prepare agendas.
  • Assist with planning functions for the Office of the President to include communications with departments, facilities and catering.
  • Assist with travel arrangements.
  • Take and transcribe minutes for trustee meetings as needed.
  • Manage invoices and request purchase orders.
  • Reconcile purchasing card statements.
  • Regular review of budget lines to ensure the office works within its means.
  • Responsible for office supplies both ordering and inventory.
  • Responsible for office equipment operating at full capacity.
  • Responsible for delivering and retrieving Executive Suite mail to campus Post Office.
  • Responsible for maintaining the schedule for various spaces on campus via EMS software.
  • Manage the calendar and scheduling for the guest lecturer apartments (434 Academy Street & 516B Park Street).
  • Work with Calendar Committee.
  • Responsible for ensuring confidential materials are shredded.
  • Perform clerical tasks such as word processing, copying, filing, faxing, and phone coverage.
  • Other assignments as they arise.

    • Supervisory Responsibilities:
    No supervisory responsibilities required. 

    Work Hours:
    Full-time. 37.5 hours per week. Generally, Monday-Friday from 8:30 a.m.- 5:00 p.m. Hours may be extended to meet the needs of the department.

    Appointment Length:

    12 months, continuous 

    Environmental and Working Conditions/ Physical Demands and Aptitudes:Sedentary work. Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Prolonged periods sitting at a desk and working on a computer. Must have the ability to travel short distances, and/or drive a vehicle to deliver and pick up materials. Exerting up to 15 pounds of force to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Office culture prescribes a sense of teamwork among those in the Executive Suite as well as across departments.

    Title IX Implications:

    Responsible employee
    Any employee who is not a confidential employee. Brenau University requires that all Responsible Employees MUST report any possible sexual harassment or discrimination based on sex to the Title IX Coordinator when the employee has information about conduct that reasonably may constitute sex discrimination or sex-based harassment under Title IX or this part. Employees are encouraged to report these concerns in writing via email. When an employee or a student (or a person who has a legal right to act on behalf of a student) informs any employee (including both Responsible and Confidential employees) of the employee’s or student’s pregnancy or related conditions, that employee must promptly provide that person with the Title IX Coordinator’s contact information and inform that person that the Title IX Coordinator can coordinate specific actions to prevent sex discrimination and ensure the employee’s or student’s equal access to the Recipient’s education program or activity.

    Payroll Status:
    Hourly, Non-Exempt (paid bi-weekly)

    Campus Designation:

    This is an on-site position based at the Historic Gainesville Campus located in Gainesville, Georgia.

    Remote Work Available: 
     No

    Travel Requirements: 
    Frequent local travel and operation of a university vehicle and/or one’s own vehicle required. Must be at least 21 years of age, possess a valid Georgia driver’s license, and good driving record. Travel to campus locations within the City of Gainesville is required as well as travel to secure items from various local vendors. 

    Benefits:
    Dependent upon employment status, years of service and worker category. Explore all that Brenau offers for Your Health, Your Mind, Your Finances, & Our Community here: . 

    Special Requirements:
    May be subject to pre-employment criminal history background check, random credit checks, MVR, drug screen, and criminal history checks. 

    Additional Requirements:
    N/A
     

    Licensure Requirements:
    If the position you are applying for necessitates that you hold a professional degree, license, or certification, then proof of such professional degree, license, or certification must be provided in addition to this application for Brenau University to consider your application for employment. Failure to provide proof of professional degree, license, or certification when applicable may result in rejection of an application.

    All positions will be filled pending budgetary review.

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