Administrative Assistant - College of Science & Mathematics

Norwich University

Northfield, VT

ID: 7104475
Posted: July 1, 2022
Application Deadline: Open Until Filled

Job Description

About Norwich University:
Founded in 1819, Norwich University is the oldest private military college in the country and the birthplace of the Reserve Officers' Training Corps (ROTC). Today we are a diversified academic institution that offers undergraduate and graduate degrees and professional certificates to adult learners online and to Corps and civilian lifestyle students on campus.

We are located in the beautiful Green Mountains of Vermont, only 20 minutes from the state capital, Montpelier, and three hours from Boston or Montreal.

Our excellent benefit package includes medical, dental, vision, group life, and disability insurances, flexible-spending accounts for health and dependent care, a 403(b) retirement plan with employer match, an employee assistance program, paid time off, use of the University pool and fitness center, and tuition scholarships for eligible employees and their family members. Some employees may qualify for the Public Service Loan Forgiveness Program on their Federal Student Aid Direct Loan balance. For more information about our benefits, visit

Full COVID vaccination including booster is required for all on-campus employment.

Job Description:
Fulfills the mission of Norwich University by providing administrative support to the College of Science and Mathematics (CoSM) to include, department chairs, full-time and part-time faculty, staff members, and current and prospective students. The Administrative Assistant assists the Dean with internal and external communications.

This position is 37.5 hours/week, 52 weeks/year.

Salary: $16.00/hour or more, depending on experience.

Essential Functions

Provides administrative support to the Dean and other designated employees.
Serves as initial point of contact for work unit.
Welcomes and assists walk-in visitors.
Answers telephone and email communications.
Maintains office supplies inventory.
Assists compiling reports as requested.
Provides logistical support for searches, meetings, retreats, and receptions, including preparing/mailing invitations, agendas, speaker arrangements, refreshments, and meals.
Creates documentation/spreadsheets to be used in support of presentations.
Produces correspondence as assigned.
Prepares agendas and collects materials for meetings.
Maintains and publishes the College directory.
Manages the Dean's List; prepares Dean's List cards and schedules Academic Excellence Ceremony.
Maintains and updates the College's online presence (websites, blogs, social media, etc.)
Writes and publishes CoSM - related articles.
Provides administrative support for Admission's events (i.e Open House, NU101, etc.).
Assists students with registration process.
Assists department chairs with scheduling and class balancing.
Assists in updating instructor, advisor, and student data in Banner.
Assists Office Manager with preparing faculty contracts requests.
Pays invoices and reconciles purchasing and/or travel cards.
Other Functions

Maintains confidentiality of sensitive or private information.
Communicates with employees, students, and others in a respectful and clear manner.
Serves on University committees, councils, workgroups or other designated bodies as assigned.
Achieves, maintains proficiency in, and utilizes computers, telephones, and other job-related equipment, including related systems and software.
Speaks, reads and writes in English.
Communicates by telephone, email, letter, in person, or other means or device.
Performs other tasks as assigned by supervisor.

High school diploma or equivalent; some college preferred
At least 1 year of administrative work experience; higher education experience preferred
Proficiency in Microsoft Office suite (Word, Excel, Outlook, SharePoint, and Teams); experience with Banner preferred
Able to sit, squat, reach, push, pull, and manipulate related equipment; lift 15 pounds; travel outdoors to various parts of the campus
Work some evening or weekend hours
Environmental Conditions

Indoor work at a computer workstation
Low level of exposure to noise, dust, fumes, vibrations, and temperature changes.

Additional Information:
Norwich University is an Equal Opportunity Employer and is committed to providing a positive education and work environment that recognizes and respects the dignity of all students, faculty and staff. Reasonable accommodations will be made for the known disability of an otherwise qualified applicant. Please contact the Office of Human Resources at [email protected] for assistance.

All candidates must be legally authorized to work in the United States without requiring immigration sponsorship, including but not limited to non-immigrant visas such as H1B, STEM, or F1, now or in the future. A post offer, pre-employment background check will be required of the successful candidate.