Position Information
Position Title Administrative Assistant I
FLSA Non-Exempt
Primary Responsibilities
Reporting to the department chairs for Political Science, Economics, English and Religious Studies departments, provides diversified administrative, confidential, and detailed clerical supports as assigned. Requires broad knowledge of other offices and departments on campus to respond and coordinate multiple duties timely and effectively. Plan, organize, prioritize and administer work and workflow for a variety of faculty members. Must exhibit flexibility, initiative, and discretion in coordinating multiple tasks. Requires regular interaction with faculty, students, and others across the university and external constituents. Administers department budgets, assists with faculty travel, manages department websites and coordinates the hiring and oversight for student workers. Manages time and responsibilities between two work locations daily.
Primary Responsibilities include:
· Responsible for productive workflow, organization, and coordination to meet the needs of the departments which requires on-site presence to greet and direct students and visitors
· Communicate effectively and professionally with students, faculty, Advisors, Program Coordinators and colleagues across campus and external to the University.
· Assist students with resource/research needs and general information.
· Assist with documentation and archiving of major declarations online.
· Responsible for department credit card and related account management for purchases and reconciliations. Maintain accounts of budgetary expenses for the departments including coordination of reimbursements and budget transfers Monitor the account summary for all budget lines, and review expenditures, including special grant accounts.
· Make travel arrangements for visiting speakers, job candidates and other department guests and assist professors with travel arrangements for class trips.
· Assist with hiring process (i.e. creating candidate folders, contacting candidate, scheduling meetings, creating itinerary, booking flights/travel, arranging hotel rooms, etc.)
· Type, edit, scan and photocopy correspondence, exams, handouts, readings, etc.
· Track copy charges/cards, mailroom, for the departments.
· Order office supplies and assist faculty with orders of other office equipment and departmental purchases charged to departmental budget lines.
· Manage the hiring, training, delegation of work, supervision and timesheet approvals for student workers in the department(s).
· Maintain and update department websites, bulletin boards, files and records, keys, procedures, lounge, and mail.
· Organize and promote events and programs and related correspondence; coordinate campus visitors; support the search, interview, and welcome processes. Responsible for helping with Honor Society induction application processes, event planning, and correspondence.
Maintain and make available information regarding relevant 4+1 master's and other graduate programs
· Create and revise departmental forms when needed or requested.
· Maintain department files, websites and Teams pages.
· Maintain departments' social media presence on platforms such as Facebook, Instagram, etc....
· Maintain course syllabi
· Maintain accurate and up-to-date information on classes and faculty (department course schedule, faculty office list, office hours, etc.)
· Support office moves (order signage, place work orders, order moving boxes, etc.)
· Communicate course room change requests to registrar
· Communicate office moves/changes to associate dean
· Understand and communicate department and university policies.
· Exercise independent judgment in scheduling and prioritizing workloads.
· Operate and maintain office equipment (telephone, computer, fax machine, scanner, copier, shredder, etc.).
· Accept and distribute daily mail.
· Demonstrate initiative in the development of new office procedures to ensure maximum efficiency.
· Proctor student exams and course evaluations when necessary.
· Order senior theses and mail to seniors once obtained.
· Maintain Chilson room collections and Chilson room reservations.
· Perform other duties as assigned
Supervision Received
· The assistant works independently and is supervised by the chairpersons of each department.
Supervision Exercised
· The assistant oversees the work of several student office assistants.
This is a full-time, seasonal (10 working months) position supporting four academic departments. Weekly work hours are 37.5.
Minimum Qualifications
High school diploma (or equivalent) required and three years of clerical office support or related experience. Associate's or Bachelor's Degree preferred. Equivalent amount of education and experience will be considered. This work requires flexible and creative responses to departmental work and to the administrative and clerical needs of faculty event coordinators. Liaison skills with other offices and departments on campus is also essential. Many tasks are confidential in nature and the successful candidate must exercise good judgement in communications. Must be well-organized, demonstrate capacity to prioritize work and meet deadlines continuously throughout the year. Requires meticulous attention to detail and accuracy, and pride in high-quality work. Also requires enthusiasm for the academic mission of the departments and University and an openness to working with a wide variety of subject matter. Requires demonstrated proficiency with Microsoft Word, Excel, People Admin, Colleague, Centre Suite, APR , Facilities and IT work order requests, EMA for room reservations and experience with Web page design/management is very helpful. In addition, the person must be able to work both independently and under supervision and must be able to handle multiple tasks simultaneously and have the ability to effectively prioritize tasks. Must be willing to maintain and expand skills through participation in professional development activities.
Preferred Qualifications
Salary CSEA Level 15, $18.77 - $25.68.The actual compensation will be determined based on experience and other factors permitted by law.
Status (FT, PT, Seasonal, Temp) FT Seasonal
Posting Detail Information
Posting Number ST01523
Desired Start Date
Open Date (to accept applications)
Close Date (date applications will not be considered)
Open Until Filled Yes
Special Instructions to Applicant
Please complete application form and include contact information for at least three professional work references. Upload required documents in the "applicant documents" section.
All offers of employment are contingent upon successful completion of a background (including criminal records) check.
Supplemental Questions
Required fields are indicated with an asterisk (*).
Applicant Documents
Required Documents
Resume
Cover Letter/Letter of Application
Optional Documents
Reference Letters
