Position Information

Position Title Administrative Assistant I

FLSA Non-Exempt

Primary Responsibilities

Function and Scope

Under the supervision of the chair of the Math, Computer Science, & Statistics ( MCSS ) department and chair of the Chemistry Department, provides clerical and administrative support for faculty members, instructors, students, academic support staff and, as needed, technical support. This work requires flexible and creative responses to clerical/administrative needs of individual faculty and the departments, broad knowledge of the other offices and departments on campus, being immediately able to respond to time-urgent needs and being able to juggle tasks and priorities; in general, to assist faculty in diverse tasks promptly and effectively, however needed. Provides routine and complex secretarial duties for the departments. Work is often confidential in nature.

Primary Responsibilities:

Serve as a strong, positive public representative of the departments by:

· Maintaining friendly, supportive service to faculty, staff, students, and parents.

· Acting as liaison between academic departments and administrative offices.

· Assisting students with resource needs and general information.

See to clerical needs of the departments, including:

· Maintaining departmental files.

· Operating standard office equipment (telephone, computer, fax machine, scanner, copier, shredder, etc.) and ensuring proper maintenance.

· Accepting and distributing daily incoming mail.

· Assisting with major declaration and working with the registrar office and academic advising office to keep up-to-date spreadsheets of majors/minors and enrollments.

· Assisting with room reservations and maintaining a schedule for Valentine 124 (math computer room) and Johnson 309.

· Tracking SYEs and SYE compensation for the MCSS department.

Departmental information communication:

· Maintaining the department websites using Drupal; monitor and update information (such as news, student projects, research opportunities, graduate school info, etc.) regularly.

· Maintaining the digital displays and bulletin boards for the MCSS and Chemistry departments.

Assist with department budgets and ordering to include:

· Tracking all budget expenditures and orders; monitoring account summaries for all MCSS and Chemistry budget lines.

· Entering yearly budgets into Colleague, in consultation with department chairs and the chemistry stockroom supervisor.

· Ordering office supplies and faculty copies of texts

· Processing student personnel paperwork and bi-weekly timesheets.

· Ordering trophies and plaques for department awards.

Other Regular Responsibilities

· Assisting departments in preparing for, and advertising, special events, such as Moving-Up Day, student club events, contests, honors society inductions, and talks by visiting speakers.

· Assisting with departmental assessment and record keeping.

· Scheduling interviews and making travel arrangements for job candidates.

Occasional Responsibilities:

· Copying, typing, arranging for thesis binding for faculty and staff as requested.

· Creating and revising departmental forms when needed.

· Proctoring student course evaluations when necessary.

· Notifying Facility Operations of any building & grounds repairs that are needed and ordering/keeping track of building keys.

This is a full-time, ten month, seasonal position supporting two academic departments. The workweek is 37.5 hours/week (a 7.5 hour work day). This position is part of the CSEA bargaining unit. There is a robust benefits package including health insurance and educational benefits for individuals and dependents.

Minimum Qualifications

High school diploma (or equivalent) required; Associate’s degree (or higher) preferred. Education in Secretarial Science preferred. Minimum of 3 years general secretarial experience required and previous experience in an academic department or with confidential materials is preferred. Knowledge of, or ability to learn, university and departmental regulations and procedures, as well as location and function of various departments and offices on campus, is necessary. Proficiency with MS Word and MS Excel is required. Experience with Qualtrics, Drupal, MS Publisher, internet browsers, Colleague, Canvas LMS , Centre-suite, Unimarket, List serves, email, and scanner preferred. Experience with web page design/management is very helpful. It is important that this person have a genuine willingness and ability to learn all of the above-mentioned software/hardware. Good grammar and spelling skills are expected, and strong oral and written communication skills are essential. Excellent organizational and administrative skills are necessary. Must be well-organized, meet deadlines and display discretion, tact and initiative. Positive human relations skills are necessary when working with students, faculty, and staff. 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 effective prioritize tasks. Must be willing to maintain and expand skills through participation in professional development activities.

Preferred Qualifications

Salary CSEA Level 15 $17.72 - $24.49. 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 ST01243

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 the on-line application form and provide a minimum of three professional references with names and phone numbers. Upload a resume and cover letter in the “Applicant Documents” section of the application. Review of applications will begin immediately and continue until the position is filled.

All offers of employment are contingent upon successful completion of a background check (including criminal record)

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume

• Cover Letter/Letter of Application

  Optional Documents