Administrative Aide - Department of Physics

The Department of Physics in The Grainger College of Engineering seeks applicants for an Administrative Aide position. The Administrative Aide provides highly specialized and confidential support to the Department Head's office. The incumbent carries out departmental support duties in alignment with guidelines set by the Department Head and serves as a resource for faculty and staff, as well as a point of contact for the Grainger College of Engineering and campus administration.

Duties and Responsibilities:

Department Head Support

•         Management of the Department Head’s calendar, including updating, scheduling appointments and notifying of changes and deadlines.

•         Prepares and disseminates confidential communications and documents on behalf of the Department Head, including academic promotion dossiers, award nominations, presentations, letters, emails; may include confidential and sensitive information including annual faculty salary letters and retention packages.

•         Facilitates the faculty annual review processes in conjunction with the Department Head by gathering supporting materials and information from faculty and other sources as necessary.

•         Supervises the maintenance of the Department Head’s electronic, paper, archival and faculty historical lists and files; creating, updating, and eliminating redundancy as necessary while appropriately maintaining confidentiality.

•         Review incoming documents for the Department Head and determine when the Department Head needs to review and when they can sign the document on behalf of the Department Head.

•         Oversees, reviews and distributes materials for the Department Head’s meetings with faculty, Associate Heads, departmental committees, and College administration.

•         Manages travel arrangements for the Department Head, including coordinating trips, scheduling appointments, finalizing itineraries and meeting agendas and preparing travel instructions/directions.

•         Act on behalf of the Department Head by providing and interpreting information relative to policies, procedures, and current departmental activities. Provide authoritative information representing the Department Head on various matters. Serve as the Department Head’s confidential assistant and resource person, handling items that are urgent and confidential.

•         Independently gather, prepare and provide the Department Head with information on which to base decisions concerning the Department of Physics.

Faculty Affairs/Support

•         Provide Administrative support for faculty affairs for the department. Follows campus, college, and departmental policy for each.

•         Coordinate the annual promotion and tenure process for tenure system faculty and specialized faculty. Including:

o   off-cycle promotion & tenure cases

o   new hire promotion & tenure cases

o   faculty tenure rollback cases

o   3rd Year Review process

•         Assemble requests for Leave of Absences, Modified Teaching Duties, for review by departmental leadership and submission.

•         Prepare and assemble documents for faculty retention cases.

•         Prepare materials for sabbatical leaves, and non-university faculty activity forms.

•         Work with Department HR for processing Emeritus/A requests.

•         Support the Named Appointments Committee with faculty nominations for named appointments.

•         Oversee the department committee elections including preparing materials for committee and faculty senate elections and assignments.

•         Works with departmental HR as it relates to 0% faculty appointments, and administrative appointments.

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