Administrative Assistant (10-months) -- Sociology & Anthropology Department

Provides administrative and clerical duties for a department(s) and/or assigned supervisor(s).

Essential Duties and Responsibilities

May serve as point of first contact for the Department. Welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls.
Arrange travel for faculty/staff and students:

o Coordinate travel reservations (air plane, hotel) with the College travel agent;

o Process registrations, expense reports, van/car rentals, student travel forms.

Handle purchases, check requests:

o Prepare purchase requisitions and check requests;

o Keep running budget worksheet up to date;

o Maintain inventory of supplies, including printer cartridges, paper, and other items for the departmental office, faculty offices, and laboratories;

o Order instructional and office supplies and equipment according to request;

o Work with Banner system to maintain departmental and grant budgets;

o Follow-up on financial documents:
 Obtain necessary signatures;

 Check on delivery of items;

 Process invoices;

 Track progress in Banner system.

o Provide regular feedback to requester on status of outstanding orders, check requests, etc.

o Maintain copies of all financial documents.

Follow-up and maintain files of purchases and other documents including computer based files; also provide copies to the department chair/director for record keeping purposes;
May assist in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through);
Carry out clerical duties such as copying, typing various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes), and mailings;
Make arrangements for visitors to the department (for example, reserve local hotel rooms, parking arrangements);
Prepare information for the department and/or supervisor(s) as requested;
Prepare periodic newsletters and/or flyers for distribution in the department;
Provide administrative assistance and support to all faculty in the department;
Reserve facilities, coordinate meals and/or refreshments;
Monitor the status of the facilities (classrooms, laboratories, office area) and make arrangements for needed repairs (e.g., notify Facilities Management if something is not functioning properly);
Schedule appointments, plan and make arrangements for luncheons and meetings;
Serve as receptionist for the Department and/or supervisor(s);
Coordinate mail and express shipping receipt and delivery, including collecting and distributing faculty mail on a daily and timely basis;
Process faxed, e-mail, or web-based applications and materials;
May provide general instructions to general college students.
Provide administrative assistance and support for our study abroad programs including circulating flyers, information sheets, and the application; managing email lists of interested students; and sending out communications to the students. The Administrative Assistant also keeps track of payments and a list of required documents that students must submit before going abroad, and manages communication with participants regarding updates on the visa application process. Also, schedules applicant interviews, and creates and updates Excel spreadsheets to keep track of students’ scholarships, passport and visa information.
Provide administrative assistance and support for the Food Studies minor including:

o developing and maintaining listservs for both students who are minoring or interested in food studies and of community partners

o training student assistant to manage social media and web presence for food studies

o creating flyers and promotional materials

o managing ordering/budgets as necessary

o managing the budget for the ACS grant for the Just Food class (if it goes well, we will have that class at least another two years)

Provide administrative assistance and support for our Interdisciplinary Big Questions Colloquia, required of all first-year students which has a shared home/base in the Deans Office and the Department of Sociology and Anthropology. Directing BQC requires meeting with faculty who are either teaching or interested in teaching a colloquium, planning the June workshop, developing communications about BQC , and working with the Deans to ensure that sections are covered.

Required Qualifications

High School Diploma and three years of related work experience are required.

This position requires strong customer service focus, excellent communication, verbal and time management skills. Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential.

Excellent oral communication skills are required when providing information and responding to questions from students, parents, employees, and the general public in one-on-one or group situations. Also, must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals. Good proofreading skills are essential.

This work requires the ability to perform basic level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint) which include such things as typing basic letters and memos. In addition to producing correspondence, duties may involve assignments that require creating brochures or spreadsheets. Must be capable of using Lotus Notes, Banner Financial Module, and Internet.

Preferred Qualifications

Some college is preferred.

Certifications, Licenses, Restrictions

Physical Demands

Shift

Days

% Travel Required

0%

Full Time/Part Time

Full-Time 10 month

FLSA

Non-Exempt

Number of Vacancies

1

Anticipated Candidate Start Date

Position End Date (if temporary)

Posting Detail Information