The Academic Administrative Assistant II assists the Department Head of an academic teaching department with the department's administrative activities and coordinates various administrative processes and projects in the department. The Academic Administrative Assistant II is generally the primary or lead administrative support position in an academic teaching department. This position provides the full-range of administrative support activities for an academic teaching department. The Academic Administrative Assistant II may assign and/or monitor the work of an Administrative Assistant I, student workers, or Graduate Assistants.
Description of Primary Duties:
This person will serve as an administrative assistant to the Department Head and faculty. Additional duties will include (but are not limited to): Assist the director in managing the department's administrative activities, such as appointment setting, meetings, travel arrangements, communicating information to faculty and students, accreditation documentation, and preparing and proofing correspondence. Assist with admission process of graduate programs by obtaining needed documentation, planning, facilitating, and conducting interviews. Oversee the training and monitoring of student workers and Graduate Assistants. Manage basic office needs, such as purchasing and maintaining equipment, and purchasing office supplies, furniture, and lab supplies. Maintain financial oversight of departmental accounts, tracking income and expenses, preparing payment requests and travel reimbursements. Perform updates on the departmental web page and assisting with recruitment materials. Prepare a wide range of reports, documents, and new hire documentation for Human Resources. Build course schedules, assigning advisors, and entering departmental overrides. Serves as the communication hub between students, faculty, program director, and department head. Coordinates, plans, and conducts departmental events. Supports the department by performing all other duties as needed and assigned by the Department Head.
Minimum Acceptable Qualifications:
Education/Experience: A high school diploma or the equivalent and three years of general office experience or an equivalent combination of education and general office experience is required.
Skills: Keyboarding skills are required. A working knowledge of word processing and spreadsheet applications is required. A working knowledge of or the ability to learn and use database applications, the web content management system, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department is required. The ability to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain moderately complex filing systems and records, and make mathematical calculations is required. Effective verbal and written communication skills are required. The ability to train, assign work, and review the work of full- and part-time employees and student workers is required. The ability to maintain departmental financial records and accounts and prepare financial reports is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: Administrative support positions are primarily sedentary. Administrative support positions require extensive keyboarding.
Special Instructions to Applicants:
The first date of consideration is June 28, 2019, and review of applications will continue until the position is filled.
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