Chemistry Department Administrative Assistant

Description

Job ID

SC9994-0305-1866

Position Classification

FT Staff UDMPSSA 

Position Summary

The Administrative Assistant serves as the primary administrative support for the Department of Chemistry & Biochemistry (including Physics) within the College of Engineering & Science. This position supports approximately 100 undergraduate majors, 15 full-time faculty, a Storeroom Manager, and 10 adjunct or part-time instructors. Stationed in the department’s standalone building, this role is the first point of contact for all visitors, students, and external guests, and plays a key role in maintaining smooth building operations. The Administrative Assistant ensures effective internal and external communications, facilitates departmental activities, supports faculty and academic programming, and assists with managing building-related issues by liaising with facilities and IT personnel.

Essential Duties and Responsibilities

Administrative Support to Department

• Provide confidential and professional administrative support to the Department Chair, faculty, and staff.
• Prepare materials and documentation for departmental meetings, academic reviews, student advising, and accreditation-related processes.
• Coordinate administrative workflows for degree programs and ensure timely handling of academic and personnel-related documentation.
• Deliver high-quality service to internal stakeholders with a helpful, solutions-oriented approach.
• Provide administrative support for faculty recruitment processes, including scheduling interviews, coordinating travel, and preparing candidate materials.
• Support onboarding activities for new faculty, staff, and adjuncts to ensure a smooth integration into the department. 

Office and Department Operations 

• Manage daily office operations, including supply inventory and purchasing.
• Receive, sort, and distribute incoming and outgoing mail and packages.
• Interpret and apply university policies and procedures to ensure departmental compliance.
• Respond promptly and courteously to inquiries from students, faculty, and staff; refer complex or specialized concerns to appropriate university offices. 

Building Operations and Visitor Reception 

• Serve as the front-facing representative for all guests, students, and visitors to the Chemistry Building, offering a welcoming and professional environment.
• Provide wayfinding, general information, and referral support to students, guests, and delivery personnel.
• Monitor and report building maintenance, custodial, and IT issues; communicate effectively with university service departments to ensure prompt resolution.
• Maintain the professionalism and functionality of shared spaces such as the reception area, front office, and conference rooms. 

Communication and Scheduling 

• Coordinate departmental communications, including academic announcements, event notices, meeting updates, and urgent class-related alerts.
• Manage department calendar; schedule meetings and appointments; and prepare agendas and related materials as needed.
• Ensure the timely and professional dissemination of information to internal and external audiences. Keep Deans Office informed of events, issues, and important information. 

Data Management and Reporting 

• Collect, organize, and prepare data and reports for internal planning, accreditation, and Dean’s Office requests.
• Support preparations for events, such as commencement and honors convocation.
• Maintain well-organized electronic and physical records in alignment with university records management policies. 

Event and Program Support 

• Assist in planning and executing departmental events, seminars, student recruitment visits, and College outreach initiatives.
• Coordinate logistics for hospitality needs including room setup, catering, and guest accommodations.
• Provide onsite support to ensure a smooth and welcoming event experience for all participants. 

Student-Centered Support and Referral 

• Serve as an accessible and supportive first point of contact for students with questions about courses, faculty availability, or departmental policies.
• Provide accurate information or connect students with appropriate faculty, staff, or campus resources to support their academic success and well-being. 

Other Duties as Assigned 

Requirements

Minimum Qualifications

• Education -A college degree or four to eight years of work experience in a related field.
• Employment -Two years to five years (Equivalent combination of education and