POSITION OBJECTIVE

Working with minimum supervision, the Department Assistant 4 has administrative responsibility for the fiscal, academic and day-to-day functioning of the Department of Anthropology. The department assistant reports directly to the department chair and supervises the department¿s administrative staff and work-study students. The department assistant is expected to take initiative, make decisions and function with minimal supervision.

ESSENTIAL FUNCTIONS

Financial-General: Administer and reconcile departmental operating, endowment, grant, contract, and discretionary accounts, and correct or make accounting adjustments as appropriate. Monitor monthly staff, faculty, and student salary information and effort distributions, and adjust as needed. Approve purchasing/expenditure transactions. Process transactions and budget journals for all accounts as necessary. Make deposits and record departmental income from donors and other sources. Track expenditures in key categories frequently to enable future strategic financial planning. Maintain records for audits. Work with faculty/staff and auditors to retrieve information for regular audits. Collaborate as needed with the department assistant 1 on matters related to: processing reimbursements, invoice payments for departmental expenditures, monitoring and reconciling p-card charges, and the department¿s inventory of space. (20%)

Financial-Budget: In collaboration with the department chair, prepare and monitor the annual departmental operating budget. Monitor department, endowment, grant, faculty startup, and discretionary accounts monthly. Prepare College of Arts and Sciences monthly budget performance reports. Provide reports for longer term strategic planning. Communicate with the chair regarding all budgetary issues. (20%)

Supervise staff and ensure accurate completion of work in: Office for Diversity, Equity and Inclusive Engagement submissions for faculty searches; graduate student fellowship proposals including budgets and liaising with College of Arts and Sciences Research Office; adjunct appointments and reappointments each semester and on an as needed basis, including immigration paperwork; entering the schedule of classes in the Student Information System (SIS); completing tasks for the department¿s graduate programs and assist the Director of Graduate Programs as needed; maintain the department¿s website, following Utech and University Marketing and Communications guidelines. Oversee the production of the bi-annual departmental newsletter and oversee department alumni record database.  Provide onboarding guidance for new students, staff and faculty, and facilitate connections to necessary campus resources. (20%) 

Sponsored Projects Support: Liaise with the research office at the College of Arts and Sciences and centrally support faculty sponsored projects. This includes but is not limited to:verify university and agency policies as needed; verify availability of faculty effort, cost sharing requirements, commitment and availability of department resources (space, equipment, personnel and students). Review current faculty and staff salaries/compensation and project future salaries/compensation across project years based on university-established guidelines. Review fringe benefits and indirect costs calculations as permitted by university and agency policies. Working in Sparta: Enter proposal information and attachments into and prepare the budget. Process and sign off on grant re-budgets and no-cost extensions. Coordinate with Procurement and the Office of Research Administration in set up of subcontracts per award agreements. Review effort certification at the end of each semester, checking for correctness and edit percentages as necessary to accurately reflect effort spent per