Administrative Assistant 4

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Job Title:

Administrative Assistant 4

Department:

Arts and Sciences | Speech Hearing Science

The College of Arts and Sciences is the largest college and the academic heart of the university. The College hosts 81 majors. With 38 departments, 20+ world-class research centers, and more than 2,000 faculty and staff members, students have the unique opportunity to study with the best artists, scholars, and scientists in their field.

The Administrative Assistant 4 supports and assists the Department of Speech and Hearing Chair in providing effective leadership and communication to the department. This role serves as liaison to department faculty and staff, university offices, and external groups by administering the Chair's calendar, organizing meetings, and managing information flow from the Department Chair’s office, including maintaining the department’s email listserves. They represent the department to other administrators, university leadership and the community-at-large. The Administrative Assistant 4 researches and analyzes information to provide technical and strategic advice to the Chair and faculty regarding University and department policies and procedures.  In consultation with the Chair and Department Manager, the Administrative Assistant manages departmental priorities and goals and maintains a comprehensive understanding of department initiatives. They compose correspondence to various constituencies on behalf of the Department Chair and department, compile and disseminate sensitive information, and prepare reports and special projects.

The Administrative Assistant 4 schedules in-person and remote faculty meetings, organizes and circulates documents for faculty meetings, records faculty votes, and takes faculty meeting minutes. They help to maintain departmental records for the Department Chair and various committee heads and oversee consistency and currency of department documents and records. The Administrative Assistant provides support to departmental search committees and faculty recruitment efforts by posting advertisements, coordinating with search committee chairs to manage queries and files as required, and by coordinating visit schedules, travel, and accommodations for finalists. They provide support to the Personnel Committee and Department Chair by overseeing collection, organization and dissemination of P&T documents, reports, and files, and by managing Interfolio. The Administrative Assistant 4 serves as program manager for the department’s continuing education Summer Bridge Program; maintains faculty vita and faculty activity reports; maintains repositories for course syllabi; prepares reports for both internal and external use. The Administrative Assistant 4 coordinates schedules, travel, and accommodations for visiting speakers. They support the Department Chair by coordinating the annual review and peer evaluation of instruction processes, maintaining activity reports for all faculty in the unit (tenure-track, associated, etc.). They and prepare faculty teaching inventory reports in consultation with the Department Chair.

The Administrative Assistant 4 prepares the semester course schedule for undergraduate and graduate degrees. They initiate requests for and compile teaching preferences, notify instructors of proposed teaching assignments, process on-line scheduling and input any changes to the course Master Schedule and University Bulletin, and serve as a liaison to the University scheduling office. They schedule the use of classroom and meeti