Administrative Assistant

Purpose of the Position:

The Administrative Assistant provides administrative support to the department, its faculty, staff, and students. This position ensures smooth day-to-day departmental academic and research operations through efficient and effective coordination of administrative functions, departmental events, financial processes, academic support, and student services.

Duties / Responsibilities

Administrative Operations:
• Manage calendars for the department and supervisor.
• Maintain department directory, office assignments, and faculty files.
• Process key requests and manage computer lab key inventory.
• Submit and track maintenance and facilities work orders.
• Order and maintain office, classroom, and lab supplies.
• Facilitate travel arrangements for faculty, staff, students, and visitors.
• Schedule room assignments for GTAs/GRAs each semester.
• Assist with TimeClock PLUS timekeeping system.
• Create and update course schedules using Excel and coordinate submissions with the Chair.
• Coordinate textbook orders with the bookstore and maintain textbook adoption lists.
• Provide administrative assistance to faculty and students on class- and university-related issues.
• Support the Chair with preparation of semesterly reports and special projects.
• Enter, update, and monitor approval of ePAFs and eLabor Reports for faculty, staff, and students.
• Determine summer salaries for faculty paid from research funds.
• Assist with preparation, setup, and logistics for department events and faculty meetings.
• Maintain part-time instructor files, credentials, and nomination forms.
• Supervise and approve work of the Staff Assistant and Student Office Assistants.

Departmental Support and Budget Management:
• Organize, attend, and record minutes at departmental meetings.
• Maintain and manage departmental files and documents on shared servers.
• Manage departmental operating budget; reconcile with Banner.
• Distribute and explain monthly budget statements to faculty/Principal Investigators.
• Perform budget analyses and forecasts for department accounts.
• Prepare financial documents and reports for submission to the Board of Trustees.

Program Coordination & Faculty Support:
• Plan and coordinate visits for seminar speakers, visiting scientists, and faculty candidates.
• Organize and manage new graduate student orientation and related communication.
• Assist Chair with updates to undergraduate and graduate curricula and academic catalogs.
• Prepare presentation materials for orientation and departmental meetings.
• Serve as liaison to students, parents, faculty, and staff for HR, travel, payroll, and purchasing.

Graduate Student Administrative Support:
• Prepare and manage Graduate Research & Teaching Assistant (GTA/GRA) contracts.
• Coordinate dissertation/thesis approval cycles and GTA credential forms.
• Support scheduling of graduate student exams and milestones (prelims, qualifying exams).
• Analyze graduate programs of study and assist in scheduling courses and submitting academic forms (e.g., M.S., Ph.D., JUMP programs).
• Track and submit changes to program of study and exam notifications/reports.
• Perform other duties as assigned.

Minimum Requirements:

• Bachelor’s degree and 3-5 years full-time verifiable relevant administrative work experience; or an equivalent combination of education and years of experience.
• Proficiency in Microsoft Office.
• Ability to read and interpret budget statements.
• Ability to utilize Google Drive file system.
• Excellent communication and interpersonal skills.
• Ability to manage multiple concurrent tasks.
• Strong interpersonal skills.
• Excellent Verbal and written communication skills.

Desired Qualifications:

• A bachelor's degree is preferred.
• Experience in an academic environment is desired.
• Proficiency with Banner, Argos, and Degree Works is desired.

Published Salary (if available):

$40,000 - $45,000