Administrative Assistant II

General Summary: 

The Administrative Assistant II within the CLA Dean’s Office will provide daily administrative and financial support functions to CLA Programs including but not limited to Critical Ethnic and Community Studies (CECS), Human Services, Latino Studies, and Native American and Indigenous Studies (NAIS). The incumbent will work closely the Program Directors to support administrative aspects, monitor financial and human resource needs, and assist in supervising student employees. The incumbent will also coordinate with other staff and faculty members in each program to promote events, to run the activities and functions of each program.

Examples of Duties: 

• Greet and direct visitors/students and provide assistance to both internal and external customers seeking to contact the Programs and the Dean’s Office; receive and direct internal and external phone, e-mail and website inquiries and when necessary, field inquiries to appropriate staff person or faculty member; receive, sort and distribute mail to appropriate individuals; disseminate information to faculty and staff on updated policies, guidelines and regulations to support compliance with university standards.
• Provide administrative and financial support functions for the programs.
• Assist program staff and faculty with scheduling meetings, interviews, make arrangements for outside visitors, and events.
• Assist with events for the programs and schedule time and space/location and reserve required facilities; arrange catering for events.
• Enter course schedules and final exam schedules into internal database and create documents summarizing such schedules; prepare, distribute, collect and scan course evaluation forms and create documents summarizing the data from these evaluations.
• Obtain course permission numbers for each course from the Registrar’s Office and provide them to students for registration of Summer internship and capstone courses.
• Provide support to students regarding course registration and capstone projects and internships; assign students to faculty advisors.
• Prepare personnel action forms, contracts, and other paperwork for faculty, staff and student employees and forward them for signatures and further action.
• Serve as the timekeeper, maintain time and attendance records. 

• Schedule and monitor graduate assistantship assignments for each semester. 

• Function as the Program’s purchasing agent; monitor program supplies, generate purchase orders and utilize program purchasing cards to order equipment and supplies; use BankCard and/or purchase order procedures for purchases in conformity with existing program and university policies and procedures; perform reallocations of BankCard transactions among program accounts when necessary.
• Receive invoices for items purchased, travel arrangements and events and process for payment; receive encumbrances and reconcile and balance accounts; maintain copies of all invoices and reimbursements to maintain proper documentation of purchases and to comply with university policies, procedures and grant and audit regulations.
• Run reports and conduct database queries to provide requested information to inter-and intra-program faculty and staff, to provide budget information to the Program Director’s and to comply with audit and grant regulations; review reports and compare data for accuracy.
• Maintain files on individual students, on program personnel and other program records, such as course schedules and syllabi, in accordance with program and university policies and procedures.
• Supervise and train student employees by assigning routine clerical tasks and reviewing the work upon completion.
• Provide assistance to students with regards to course registration questions, change of major forms and change of grade forms, assigning students to faculty advisors; maintain an active list of faculty advisors.
• Assist with advertising and public relations for the Programs, including maintaining website and social media presence and advertising (e.g. Facebook, Twitter, blogs, Wordpress).
• Assist with admissions and recruitment for the program, duties include maintaining outreach database; preparing reports; overseeing recruitment mailing; and interacting with students, applicants and prospective applicants.
• Assist with student orientation/graduation activities and planning. 

• Assist with coordination of partnerships with community organizations for student capstone projects and internships, including preparing and tracking Memorandums of Understandi