Job details

Senior Staff Assistant

Job no: 499455
Department: College of Engineering
Work type: staff full-time non-exempt
Location: Huntsville, AL
Categories: Administrative - Clerical, Academic Affairs

Purpose of the Position:

The Senior Staff Assistant will provide high-level administrative support to the Chair of the Civil & Environmental Engineering department. The position requires a thorough understanding of the complex functions, programs, policies, laws, and procedures in a complex fast-paced environment, to include broader budget intensive and financial duties.

Duties/Responsibilities

Serve as the first point of contact for external engagement with the Civil and Environmental Engineering Department. Provides administrative support with a level of autonomy, working independently to assist the department chair and provide support for the changing needs, and complex and multifaceted initiatives within the department.
Manage the department chair's appointment calendar, adjusts schedules as needed for emergencies, unforeseen events, and manage complex scheduling for students workers, faculty, and chair.
Works with departments on all related curricular and academic programming issues.
Prepare, compose and edit letters, and other related correspondence, database management, maintain processes and procedures for documents, prepare and generate monthly reports, managing spreadsheets, faxing, emailing, telephoning, photocopying and scanning.
Process and maintain personnel paperwork for faculty, staff, and part-time instructors to include HR personnel transactions (i.e. ePAFs , manage position descriptions, submit work order requests, key card, office key, telephone and - or network issues etc.).
Process faculty recruitment paperwork and make arrangements for interviews.
Establish and maintain an organized filing system, handle admissions paperwork, staff employee files and records, and programs of study. Perform data entry, and/or update data to maintain records, files and databases, as appropriate.
Assist, monitor and reconcile departmental budget, payroll, labor, department expenses, and department p-card.
Manage and enter departmental requisitions, account payments, post purchase orders and other services in order to ensure the UAH is operationally effective and efficient in order for the department to provide the best services for the students.
Assist with travel authorizations and arrangements. Prepare and process expense reimbursement.
Manage, monitor, maintain, and reconcile capital, departmental and-or research-intensive operating budgets and payroll administration processes.
Track budget, expenditures, financial accounts and records, financial reporting, general ledger activities, routine accounting for monthly and year-end journal entries.
Monitor and provide assistance and support with affirmative action initiatives.
Submit online textbook orders per semester.
Process and maintain research faculty and personnel paperwork for GRAs and students. (ePAFs, labor distribution and offer letters).
Manage and enter research requisitions, account payments, and p-card

purchases.

Greet students, faculty, staff, visitors and campus partners; providing a high level of customer service, maintain a productive and quality work environment.
Respond proactively with faculty, staff, students and campus partners providing resources and information. Communicate policies, guidelines and procedures in a clear manner.
Assist in the facilitation and coordination of training programs and – or events.
Assists with interviewing, hiring, training of student workers, and assigned personnel.
Supervise, guide and direct student workers who may be hired in the office as student assistants.
Register students for classes, and enter course information into Banner system as needed.
Enter eLabor for Principal Investigators.
Assist with the coordination, set up for internal and external meetings, trainings, and other events. Transcribe minutes for faculty meetings .
Monitor inventory of supplies, assist with purchases when necessary, and sort and distribute mail as needed, and coordinate bulk mailings as needed.
Assist the department chair with annual accreditation efforts.
Assist and manage the social media page, and departmental website.
Assist with research, gathering and collecting data, and presentation preparation.
Support the associate dean on special events planning related to meetings and events at the college level.
Facilitate food purchases and room arrangements for events at the department and college level.
Assist with special projects as needed.
Perform other duties as assigned.