Senior Administrative Assistant

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The MCBS Department is seeking a highly organized and proactive Senior Administrative Assistant to support the Department Chair, faculty, and students. This role manages key administrative operations, coordinates communication with university offices, and ensures smooth academic and scheduling processes. Under broad supervision of Academic Department Program Manager, provide diverse, highly responsible, complex operational support to department chair and undergraduate & graduate academic programs through knowledge of operations/policies of administrative units.

Duties/Responsibilities:

Chair/Administrative Program Support:

• Support the Chair with scheduling, correspondence, and departmental records

• Serve as liaison to and interact directly with COLSA Associate Dean, Honors Program, Graduate School, Office of the Registrar; Identify important issues needing immediate attention

• Coordinate and communicate information to faculty, staff and other administrative units

• Schedule/attend faculty meetings, and prepare minutes

• Prepare correspondence in response to inquiries on departmental programs and activities

• Organize and manage faculty personnel and department files

• Maintain Chair’s calendar

• Sign documents on behalf of the Chair when appropriate

• Prepare teaching contracts for per course hires

• Maintain departmental contact lists

• Assist in coordinating student financial aid awards

Faculty/Departmental Support:

• Coordinate Promotion & Tenure Actions

• Provide support in faculty searches and sabbatical leave requests

• Canvas - enter final grades

• Type variety of materials - student attendance forms, course materials, syllabi, exams, etc.

• Schedule and proctor teacher evaluations

• Interacts directly/provides assistance to students, prospective students, visitors, and visiting faculty

Academic Program Information Management:

• Assist faculty with hiring, promotion & tenure, and academic materials

• Update undergraduate curriculum requirements (majors/minors) and reference materials

• Prepare Administrative Reports (Credit Hours & Class Enrollments; Undergraduate Major Count; BS Degrees Awarded)

• Provide information to students/faculty by performing On-Line Data Inquiry utilizing Microsoft Access, Workday, and future educational software platforms.

• Provide faculty with Program Requirements linked with Academic History for Graduation Certification and Honors History for Honor-in-Major Programs

• Update Course Database

• Prepare and proof copy Undergraduate & Graduate Catalogs

• Track assignment of departmental graduate assistantships.

Undergraduate Student Support:

• Maintain undergraduate student records/update student database

• Prepare welcome letters to incoming and internal transfer students

• Assign faculty advisors to undergraduate students

• Enter/change student advisors in student information management systems

• Canvas–maintain user list

• Distribute RAC numbers

• Student advising (academic policy, petitions, course selection, graduation procedures, etc.)

• Coordinate registrations for dept majors.

Scheduling Coordinator:

• Manage course scheduling, room assignments, and exam logistics

• Prepare Time and Room and report to faculty on scheduling and course maintenance issues

• Meet with COLSA Admin Assistants to coordinate/secure room usage in COLSA buildings

• Establish and maintain course history folders

• Prepare/coordinate (Large room requests; R+30 report; Final exam and common