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Administrative Assistant
The Administrative Assistant provides administrative support to the department, its faculty, staff, and students. This position ensures smooth day-to-day departmental academic and research operations through efficient and effective coordination of administrative functions, departmental events, financial processes, academic support, and student services. Duties/Responsibilities Manage calendars for the department and supervisor Maintain department directory, office assignments, and faculty files Process key requests and manage computer lab key inventory Submit and track maintenance and facilities work orders Order and maintain office, classroom, and lab supplies Facilitate travel arrangements for faculty, staff, students, and visitors Schedule room assignments for GTAs/GRAs each semester Assist with TimeClock PLUS timekeeping system Create and update course schedules using Excel and coordinate submissions with the Chair Coordinate textbook orders with the bookstore and maintain textbook adoption lists Provide administrative assistance to faculty and students on class- and university-related issues Support the Chair with preparation of semesterly reports and special projects Enter, update, and monitor approval of ePAFs and eLabor Reports for faculty, staff, and students Determine summer salaries for faculty paid from research funds Assist with preparation, setup, and logistics for department events and faculty meetings Maintain part-time instructor files, credentials, and nomination forms Supervise and approve work of the Staff Assistant and Student Office Assistants Organize, attend, and record minutes at departmental meetings Maintain and manage departmental files and documents on shared servers Manage departmental operating budget; reconcile with Banner Distribute and explain monthly budget statements to faculty/Principal Investigators Perform budget analyses and forecasts for department accounts Prepare financial documents and reports for submission to the Board of Trustees Plan and coordinate visits for seminar speakers, visiting scientists, and faculty candidates Organize and manage new graduate student orientation and related communication Assist Chair with updates to undergraduate and graduate curricula and academic catalogs Prepare presentation materials for orientation and departmental meetings Serve as liaison to students, parents, faculty, and staff for HR, travel, payroll, and purchasing Prepare and manage Graduate Research and Teaching Assistant (GTA/GRA) contracts Coordinate dissertation/thesis approval cycles and GTA credential forms Support scheduling of graduate student exams and milestones (prelims, qualifying exams) Analyze graduate programs of study and assist in scheduling courses and submitting academic forms (e.g., M.S., Ph.D., JUMP programs) Track and submit changes to program of study and exam notifications/reports Perform other duties as assigned Minimum Requirements Bachelors degree, 3-5 years full-time verifiable relevant administrative work experience or an equivalent combination of education and years of experience Proficiency in Microsoft Office Ability to read and interpret budget statements Ability to utilize Google Drive file system Excellent communication and interpersonal skills Ability to manage multiple concurrent tasks Strong interpersonal skills Excellent verbal and written communication skills Desired Qualifications Bachelor's degree is preferred Experience in an academic environment Proficiency with Banner, Argos, Degree Works Salary: $40,000 - $45,000 Qualified candidates must utilize the provided link to complete and submit a university employment application for consideration.
The Administrative Assistant provides administrative support to the department, its faculty, staff, and students. This position ensures smooth day-to-day departmental academic and research operations through efficient and effective coordination of administrative functions, departmental events, financial processes, academic support, and student services. Duties/Responsibilities Manage calendars for the department and supervisor Maintain department directory, office assignments, and faculty files Process key requests and manage computer lab key inventory Submit and track maintenance and facilities work orders Order and maintain office, classroom, and lab supplies Facilitate travel arrangements for faculty, staff, students, and visitors Schedule room assignments for GTAs/GRAs each semester Assist with TimeClock PLUS timekeeping system Create and update course schedules using Excel and coordinate submissions with the Chair Coordinate textbook orders with the bookstore and maintain textbook adoption lists Provide administrative assistance to faculty and students on class- and university-related issues Support the Chair with preparation of semesterly reports and special projects Enter, update, and monitor approval of ePAFs and eLabor Reports for faculty, staff, and students Determine summer salaries for faculty paid from research funds Assist with preparation, setup, and logistics for department events and faculty meetings Maintain part-time instructor files, credentials, and nomination forms Supervise and approve work of the Staff Assistant and Student Office Assistants Organize, attend, and record minutes at departmental meetings Maintain and manage departmental files and documents on shared servers Manage departmental operating budget; reconcile with Banner Distribute and explain monthly budget statements to faculty/Principal Investigators Perform budget analyses and forecasts for department accounts Prepare financial documents and reports for submission to the Board of Trustees Plan and coordinate visits for seminar speakers, visiting scientists, and faculty candidates Organize and manage new graduate student orientation and related communication Assist Chair with updates to undergraduate and graduate curricula and academic catalogs Prepare presentation materials for orientation and departmental meetings Serve as liaison to students, parents, faculty, and staff for HR, travel, payroll, and purchasing Prepare and manage Graduate Research and Teaching Assistant (GTA/GRA) contracts Coordinate dissertation/thesis approval cycles and GTA credential forms Support scheduling of graduate student exams and milestones (prelims, qualifying exams) Analyze graduate programs of study and assist in scheduling courses and submitting academic forms (e.g., M.S., Ph.D., JUMP programs) Track and submit changes to program of study and exam notifications/reports Perform other duties as assigned Minimum Requirements Bachelors degree, 3-5 years full-time verifiable relevant administrative work experience or an equivalent combination of education and years of experience Proficiency in Microsoft Office Ability to read and interpret budget statements Ability to utilize Google Drive file system Excellent communication and interpersonal skills Ability to manage multiple concurrent tasks Strong interpersonal skills Excellent verbal and written communication skills Desired Qualifications Bachelor's degree is preferred Experience in an academic environment Proficiency with Banner, Argos, Degree Works Salary: $40,000 - $45,000 Qualified candidates must utilize the provided link to complete and submit a university employment application for consideration.