Administrative Support II

Under general supervision of the department chairs, the administrative support person performs clerical and administrative duties related to the operations and enrichment of five academic departments (Biology, Chemistry, Environmental Science and Studies, Health Sciences, and Physics). As such, this administrative support person is responsible for assisting the department chairs with routine operational and administrative details. Work involves the exercise of initiative, autonomy, and independence in various duties and extensive interface with multiple constituent groups. Furthermore, this administrative support person works collaboratively with a second administrative support person in the same office. Although the position supports the chairs of all five departments, review of the work will be coordinated by one of the chairs as designated by the Dean.

ROUTINE DUTIES AND RESPONSIBILITIES:
Performs administrative duties in the following areas, often without direct supervision:
Office management: Orders and maintains inventory of classroom and office supplies; receives and stores ordered lab materials; maintains all classrooms, labs, and offices within the Sage Science Center in good working order (supplies, AV equipment, printers and copiers); manages competing demands for resources among the five departments, including classrooms for classes, university meetings, and student groups; maintains student records and files; supports invited guests; manages faculty searches as needed (e.g. organizes and acknowledges application materials received, drafts interview schedules, and arranges for hotel and meals, etc.); and assists new faculty as they begin their appointments. Performs other work as requested. Some lifting is required.
Communications: Answers telephone calls, monitors incoming departmental emails, and serves as a point of contact for visitors; serves as liaison to other departments, including the Dean’s Office, the Provost’s Office, Admissions, Facilities Management, Public Safety, Purchasing, outside vendors, and others; assists in development and review of publicity and recruiting materials and office publications (web and print); works with Marketing to maintain departmental websites; contacts prospective students and plans/implements recruitment activities.
Budget: Develops and maintains five departmental budgets (including separate gift accounts for each), an administrative budget, the Natural Science KRESGE endowed fund budget, and various grant budgets; tracks expenditures on a monthly basis to ensure all departments remain within approved budgets and for planning purposes; manages departmental and grant expenditures, including those charged to two large endowment accounts; cross-trained on purchasing of classroom, lab (including live specimens, chemicals, and medical supplies), and office supplies in collaboration with Sage Hall purchasing specialist; assists with faculty travel (registration, airfare, hotel, etc.), and reimbursement of approved expenses.
Supervisory responsibilities: Supervises work-study students on occasion, including approving time; acts as lead employee to the other Sage Hall administrative support person; coordinates major mixers and other community-building activities.

Minimum Education: Bachelor's Degree or 5 years of administrative experience or a combination of training and experience

Required Skills

• Initiative and strong organizational skills to complete short-term tasks efficiently and support long-term planning in five diverse and growing areas of the university
• Must have strong interpersonal, communication, and problem-solving skills
• the ability to multitask; and the capacity to work effectively with a wide array of people (students, families, faculty, and other staff) in support of the missions of the departments served
• Strong skills in Microsoft Word, Excel, PowerPoint, and Outlook are required and knowledge of SCT Banner is desired

Required Experience

• Must have the ability to work effectively with highly confidential information
• Must be able to prepare written communications with little or no oversight
• Must possess the ability to prepare budgets and track expenditures from multiple funding sources
• A Bachelor’s degree or a minimum of five years of experience in office management and responsible administrative support or an equivalent combination of training and experience, preferably in a similar position managing a busy office, is required

Salary Grade 5
Completed COVID-19 Vaccine status required

Job Type: Full-time