Administrative Assistant II (Philosophy)

General Summary: 

The Administrative Assistant II for Philosophy is responsible for maintaining the daily administrative and financial support functions for the Department. The incumbent will interact daily with the full-time faculty, along with parttime/ adjunct faculty, and numerous undergraduate students and will provide them with direct administrative and financial support. They will monitor departmental finances and human resource needs for the department; will assist the Chair of the Department in the scheduling of class sections each regular academic semester; and will serve as the department property administrator, working with relevant University units to ensure the smooth on-boarding of new personnel. The incumbent will also supervise student employees.

Examples of Duties: 

• Provide administrative and financial support functions for the Philosophy Department; greet and direct visitors; receive and direct internal and external phone and e-mail inquiries; provide direct administrative support to department faculty; provide routine information and support to students regarding departmental programs and requirements. • Assist Chair in budget management and planning; prepare projected line-item budget to account for major Departmental or programmatic changes; responsible for monitoring the finances and human resources needs of the department’s undergraduate programs including 3 majors and 2 minors; assure faculty know proper policies and procedures for allowable purchases; provide regular reminders regarding what expenses are allowable; maintain accurate knowledge of University policies and procedures regarding financials; update faculty when policies or procedures are adjusted; handle all department finances and financial tasks such as tracking monthly/annual finances; process all financial reimbursements. Process purchases from PHIL GOF, RES, FSU, Grants, Dean’s Office Funds, etc. • Process all human resources paperwork and related requests for the department; serve as department timekeeper; assist with faculty searches, including travel arrangements and travel reimbursements, as well as coordinating and scheduling the interview process; may assist on search committees and working groups as requested. • Assist in the organization of all department events, including luncheons, colloquia, and scholarly enrichment; secure suitable event space; oversee event set up and break down; facilitate event documentation (photo/video if requested); responsible for monitoring event budget, coordinating travel arrangements and travel reimbursements for guests; coordinate and run A/V technology; handle catering needs to include planning, purchasing, and displaying refreshments; create and disseminate promotional materials; process speaker honoraria. • Prepare non-tenure track faculty contracts each semester; forward completed forms to CLA Dean’s Office for review and signature. • Coordinate the assignment of non-tenure track faculty to offices, making changes as needed to accommodate teaching and office hours schedules; manage key requests for all faculty, staff, and student employees; ensure that every Department member has access to the proper rooms; remind personnel to return keys that are no longer needed. • Serve as BankCard cardholder for the department and maintain BankCard activity of all purchases; receive and maintain original itemized receipts for items purchased, as well as travel arrangements, department events and other department expenses and complete necessary forms for payment; reconcile statements in compliance  with university regulations, policies and procedures; complete funding reallocations; prepare and process purchase orders and disbursement vouchers. • Maintain the inventory of departmental supplies and purchase supplies, goods, and services as needed; prepare purchase orders in conformity with existing departmental and University policies and procedures. • Work with the Department Chair and faculty on critical and sensitive projects, which may require multiple deadlines, such as fourth-year, tenure, and post-tenure reviews, as well as faculty promotion cases, AQUAD assessments, Annual Faculty Reports (AFRs) and other reviews; compile candidate tenure and promotion files and process according to standardized University policies and procedures. • Oversee the student course evaluation process at the close of each semester. • Assist the faculty course scheduler in the scheduling of class sections, including entering scheduled course information in the University’s scheduling system and updating the schedule as changes are needed prior to the start of each semester; facilitate classroom changes for faculty whose classrooms do not meet their teaching needs. • Serve as department property, computer inventory, and IT administrator and work with relevant departments to ensure the smooth on-boarding of new staff; ensure that all new hires receive e-mai