Academic Administrative Assistant

Support the department chairs and faculty in their teaching, research and administrative responsibilities; assist students in department major; support fieldwork programming.

Anticipated Salary Range: $19.25 to $23.88 per hour

Responsibilities:
General Office and Reception Duties:

• Coordinate office operations; prioritize tasks; ensure phone coverage; greet students and visitors, answer questions, provide direction, and arrange meetings; serve as liaison between students, parents, department faculty, other departments/faculty, and the college community.
• Perform word processing, spreadsheet tasks, scanning and copying, record keeping and maintain email lists; post announcements; assist faculty and students with materials for publicizing events and course fliers, and publish to listserv and email lists; maintain department meeting minutes.
• Assemble, organize and maintain office files, including those of a sensitive and confidential nature; maintain files on students from major declaration to graduation, monitor student progress for completion of major; review Registrars list of potential graduates to verify major requirements are fulfilled, and help resolve any issues.
• Assist faculty with determination of student awards throughout the academic year and at graduation; process awards with the finance office, financial aid and Student Collaborative Research Program; recognize award winners through announcements and bulletin boards.
• Maintain office supplies and instructional materials, coordinate maintenance and repair of office equipment; work with facilities and ITS for visiting faculty needs in office space.
• Provide a welcoming, relationship-fostering environment for students, faculty and guests to the department by maintaining a beverage/snack service; maintain supplies; prepare beverages and clean the area regularly.
• Maintain and update the departmental web pages, newsletters and bulletin boards in coordination with paraprof, student workers and student advisory board.
• Work with the faculty advisor for AKD chapter, determine qualifiers through GPA and transcript data, complete application paperwork, process payments, distribute awards, plan induction luncheon, prepare chapter report, maintain information about eligibility for the AKD undergraduate paper contest.
• Complete student employment paperwork for office assistant and research assistants; approve student timesheets. Supervise, train and provide work direction and problem solving for student workers and paraprofessional.
• Assist new and returning faculty with questions about procedures and policies of the college.
  

Classroom, Program and Instruction Support Duties:

• Coordinate student activities to include scheduling labs and special appointments with faculty, collecting fees and other student information as requested.
• Assist with arranging room assignments in cooperation with Registrars Office and post for students.
• Assist chair with the creating of teaching schedule; coordinate with other academic departments for cross-listings; enter teaching schedule online to assist in the creation/modification of the campus course catalog.
• Coordinate faculty book/materials orders with the bookstore and Tutt Library; assist with classroom technology needs update course sites on Canvas and maintain storage of course syllabi.
• Facilitate department field trips, programs and other events to include international, extended length fieldwork and the Summer Activist Institute. Schedule transportation with facilities, and make reservations (flights, hotels, meals, etc.); work with student accounts, financial aid, and Summer Programs or the Center for Global Education and Field Study for the funding and billing of students for program fees. Reconcile and keep track of fieldwork, course budgets and cash advance requests. Assist in promoting fieldwork courses and programs, and coordinate information and applications for field study.
• Work with students submitting theses; coordinate with library for binding; work with students and the Registrar to add and modify thesis blocks and submit thesis titles for transcripts.
• Maintain departmental library and conference room usage. Check out department library items to students.
• Work with the Admission Office to provide classroom information for visiting prospective students.

Recruitment and Search Support Duties:

• Provide support for faculty searches; assist with posting, advertising, and application review; create and maintain search files; correspond with candidates and answer questions; schedule phone/ Zoom interviews; set up on-campus interviews; make travel, meal and hotel reservations; track and reconcile expenses.
• Provide support for faculty reviews; request list of students, advisees and alumni associated with the review; send requests for letters; maintain returned letters and note courses taken by students; maintain timeline of the review process; process honoraria for outside reviewers; upload all files to website for the review committee and college president; ensure binder is complete and in good order.

Events Support Duties:

• Coordinate seminars and departmental events; produce and distribute announcements and programs; arrange meeting facilities and refreshments/catering needs; make travel and accommodation arrangements; promote and market events. Work with communications and other departments to promote and support the annual Daniel Patrick OConnor Memorial Lecture; provide follow-up to donor; maintain a library of lectures for use in classes and for the donor.
• Organize post-baccalaureate reception for parents and families.
• Plan and execute Senior Thesis Day event and reception.
• Coordinate class visitors and speakers; arrange logistics, obtain W-9s, and request honorarium payments.

Budget/Financial Duties:

• Monitor financial records and coordinate expenditures with budget objectives; track expense details on spreadsheets; assist faculty with their research fund expenses.
• Initiate reimbursements (with requisitions, JEs, and online) for events such as fieldtrips, Deans Travel, recruitment, all types of reviews (3rd year, Tenure, Promotion, External) and other expenses.
• Assist chair with correspondence to donors and with Advancement to maintain good donor relations.
• Assist with management of endowed fund by forecasting future expenditures, working with the department chair and finance office to determine roll-forward amounts and reinvestments.
• Coordinate capital equipment, capital improvements, R&R requests and classroom/office furniture purchase requests; work with IT department for technology equipment needs.
• Manage purchasing cards for all faculty and staff in the department and reconcile on a monthly basis; maintain files of statements and receipts for all transactions; assist with audits and provide required receipts; monitor and adjust spending limits as needed for all department P cards.

Additional Responsibilities:
o Actively support the colleges plan to be an antiracist institution by understanding, engaging with, and promoting diversity, inclusion, and equity in the college community.
o Promote a culture of safety and environmental protection by working in a safe manner; immediately reporting unsafe
situations and accidents; following college procedures; and participating in appropriate safety training.
o Demonstrate environmental sustainability by using college resources wisely and supporting the colleges sustainability
initiatives and innovation.
o Perform other duties as assigned.

Required Qualifications:
Some college/Associates degree plus a minimum of three years of related experience to include supervisory experience; ability to work independently, accurately, and with discretion; high level of resourcefulness, diplomacy, integrity, and professionalism in all aspects of responsibilities and maintain the confidential nature of information and issues that arise in the course of the job; skilled in making decisions by seeking out best alternatives; ability to work in a fast-paced environment with timelines and be able to navigate shifting priorities with ease; outstanding customer service skills, and excellent written and verbal communication skills; intermediate to advanced level of computer proficiency in Microsoft Office Suite, use of databases, web browsers, budget and file management software, and ability to learn new databases and software

Preferred Qualifications: