Administrative Assistant

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Job Title:

Administrative Assistant

Department:

Arts and Sciences | Geography

The Administrative Assistant supports and assists the Department of Geography Chair in providing effective leadership and communication to the department. This role serves as liaison to department faculty and staff, university offices, and external groups by administering the Chair's calendar, organizing meetings, and managing information flow from the Department Chair’s office. They represent the department to other administrators, university leadership and the community-at-large. The Administrative Assistant researches and analyzes information to provide technical and strategic advice to the Chair and faculty regarding University and department policies and procedures.  In consultation with the Chair and Department Manager, the Administrative Assistant manages departmental priorities and goals and maintains a comprehensive understanding of department initiatives. They compose correspondence to various constituencies on behalf of the Department Chair and department, compile and disseminate sensitive information, and prepare reports and special projects.

The Administrative Assistant schedules in-person and remote faculty meetings, organizes and circulates documents for faculty meetings, records faculty votes, and takes faculty meeting minutes. They help to maintain departmental records for the Department Chair and various committee heads and oversees consistency and currency of department documents and records (e.g. Pattern of Administration, Promotion and Tenure documents). The Administrative Assistant provides support to departmental search committees and faculty recruitment efforts by posting advertisements, coordinating with search committee chairs to manage queries and files as required, and by coordinating visit schedules, travel, and accommodations for finalists. They provide support to the Personnel Committee and Department Chair by overseeing collection, organization and dissemination of P&T documents, reports, and files, and by managing Interfolio. The Administrative Assistant supports the Speaker’s Committee Chair by coordinating visit schedules, travel, and accommodations for visiting speakers. They support the Department Chair by coordinating the annual review and peer evaluation of instruction processes, maintaining activity reports for all faculty in the unit (tenure-track, associated, etc.). They coordinate faculty professional leave (FPL) and special assignment (SA) requests and prepares faculty teaching inventory reports in consultation with the department chair. 

The Administrative Assistant prepares the semester course schedule for undergraduate and graduate degrees. They initiate requests for and compile teaching preferences, notify instructors of proposed teaching assignments, process on-line scheduling and input any changes to the course Master Schedule and University Bulletin, and serve as a liaison to the University scheduling office. They work with the Department Manager to analyze and assess administrative and operational functions, and assist with development, implementation, and management of these functions. They oversee special events and programs, such as the annual graduation event and various holiday parties and ensure coordination of details. They assist the department with large fiscal projects including hosting conferences and endowment spending. In support of the Department Manager, they oversee travel review for faculty and graduate students, reviewing spend authorizatio