Administrative Assistant II

Job Posting:

JR101194 Administrative Assistant II (Open)

Department:

Teaching, Learning & Professional Development, PM

Position Type:

Regular

Open Date:

08-13-2025

Close Date:

$55,000-$60,000

Job Description:

Provide direct administrative support to the Department Chair and members of the Department of Teaching, Learning and Professional Development by maintaining student records and information for the graduate and undergraduate programs. Request, collects, maintains, and retrieves departmental records and information for all faculty members, and the students in the education program.

Responsibilities:

• This full-time, on campus-position directly assists the Department Chair with the daily functioning of the Department’s Programs (Undergraduate and Graduate Programs) and programs with a high level of administrative and technical support. 

• Acts as liaison between the Department Chair and faculty and College of Education.

• Provide comprehensive dministrative support to the Department of Teaching, Learning, and Professional Development directly supporting the Department Chair, Director for Graduate programs and members of the Department of Educational Studies and Leadership.

• Handle the Department Chair’s calendar;
• Assist the Chair with scheduling of courses and other related matters using our campus software;
• Assist with adjunct faculty contracts;
• Coordinate travel for Department Chair;
• Review faculty travel;
• Exercise independent judgment to relieve the Department Chair of routine actions not requiring immediate attention by investigating problems and determining solutions in order to make recommendations.
• Provide superior reasoning, analytical ability, and skillful insight to examine, edit, and proofread manuscripts for public distribution;
• Efficiently serves as the office manager and intermediary with internal and external customers regarding institutional policies, procedures, and departmental undergraduate and graduate program expectations;
• Ensures confidentiality of records and information with integrity;
• Uses research and data analysis to gather information to create departmental reports timely for institutional circulation and revise operating practices and policies to improve efficiency;
• Establishes and maintains effective work relations with diverse stakeholders (leadership, staff, public);
• Coordinate all logistical arrangements for meetings;
• Attends and records monthly departmental and additional meetings;
• Coordinate with Department Chair on budget management involving financial spending, requisition processing, and accountability of services rendered by vendors;
• Maintains budget account reports including reconciliation and all follow-up actions in an ethical manner;
• Assume responsibility for maintenance of office equipment, including computers and copy machines;
• Maintain office supplies by checking inventory and ordering items.  Demonstrates superior organization skills and dedication to completing projects in a timely manner.

Minimum Qualifications:

• Three to five (3-5) years of administrative assistant experience in an institution or company with 20+ departmental employees

• A comprehensive knowledge of Blackboard, PeopleSoft, Zoom, MicroSoft Teams; Microsoft Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, and various applications as needed

• Operates office equipment such as personal network computers and printers, facsimile machine, copy equipment, electronic mail system and telephone equipment.

• Comprehensive knowledge of institutional policies and procedures in relation to departmental issues

• Use of campus software such as WorkDay, PeopleSoft and Learning & Licensure to successfully post semester schedules, monitor faculty’s implementation of grades and updated syllabi

• Assists student admissions processes and procedures in relation to the department requirements; demonstrate effective communication and human relations skills in working with students, faculty, staff and the public

• Provides support to the Chair, Director of Graduate programs, and members of the Department of Teaching, Learning and Professional Development in preparing manuscripts, memorandums, correspondences, charts and reports

• Creates and maintains manual and database filing systems; coordinates the chair’s calendar of university, and college department and