Administrative Assistant

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Job Title:

Administrative Assistant

Department:

Arts and Sciences | English

Job Description

As a member of the Department of English’s leadership team, the Administrative Assistant works with other staff and faculty leaders to translate department mission and vision into operational plans; implement strategic initiatives; and coordinate information sharing. The Administrative Assistant also communicates with the ASC Dean’s Office and with regional campus deans’ offices and staff as needed. The Administrative Assistant supports implementation of strategic initiatives as needed and the new GE.  The Administrative Assistant strives to anticipate leaders’ needs and, when appropriate, takes independent action. Ongoing duties include scheduling departmental meetings and preparing agendas, circulating documents, and taking minutes for them; monitoring key department, college and university academic and administrative deadlines and working with the Chair to create implementation plans/scheduled reminders for meeting them; receiving and tracking requests for meetings and information on behalf of the Chair; managing the Chair’s administrative and academic correspondence; managing departmental listservs and Chair's files according to the university’s record retentional schedule.

The Administrative Assistant coordinates access to facilitate the collection of faculty materials in preparation for the annual review and Promotion & Tenure processes and coordinates submission of dossiers and letters to the College of Arts and Sciences; maintains the annual faculty teaching inventory to include course releases and class assignments (inside and outside of department); coordinates FPL and SA requests; manages annual Executive Committee elections and assists with annual committee appointment and service assignment process as well as coordinating communication between the Chair and Committee Chairs; communicates policy changes; and coordinates faculty searches to include job postings and campus visits. The Administrative Assistant also supports the Chair as needed in preparing letters of support for nominations, awards, grants, and fellowships.

The Administrative Assistant supports with the dissemination of faculty policies and procedures, including processing revisions to departmental governance documents. The Administrative Assistant to the Chair collaborates with faculty and staff to collect, track, and report on faculty and departmental data. This includes assisting in creating reports requested by the college or university; tracking faculty and staff awards, grants, and publications; and mining annual activity reports for information to be used in preparing individual award nominations as well as to establish benchmarks for advising and other activities. In collaboration with ASC Advancement, the Administrative Assistant also tracks information about alumni and donors to inform outreach and external communication activities.

The Administrative Assistant will coordinate department events, to include arranging guest travel plans, meeting spaces, event registration, event setup and meals, and processing honoraria payments as well as coordinating the annual departmental Awards Ceremony;  and other special events as needed, as well as assisting with outreach to alumni and donors. Utilizing professional experience and industry knowledge, the Administrative Assistant regularly and systematically reviews event planning & travel practices and procedures to ensure they’re aligned with college and university policy.

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