Administrative Assistant , Department of Physics, Astronomy & Geosciences

Responsibilities and Duties

Serve as a first point of contact for students and visitors to the department.

• Greet visitors, respond to inquiries, and direct questions or requests to the appropriate faculty or staff member for assistance.
• Manage the main telephone line and answer general email queries.

Maintain proper operatins of the department office

• Sort and distribute office mail and update mailboxes.
• Maintain and order office supplies.
• Retain course syllabi.
• Place work control orders for repairs or special projects.
• Copy, scan, and archive documents.
• Ensure proper operation of office equipment.
• Maintain bulletin boards and postings.
• Prepare new faculty space and coordinate office moves.
• Manage organization and general appearance of office space.
• Input information and perform searches in university databases.
• Assist with coordination of student assessment materials
• Assist with textbook orders.
• Review and input class scheduling information.
• Update department databases.
• Assist students with class permissions for enrollment.
• Assume additional office duties in the absence of Administrative Assistant II.

Support departmental and college activities and events.

• Coordinate scheduling and logistics with speakers, planetarium visitors, and other department visitors.
• Create, post, and distribute posters, flyers and announcements for seminars, planetarium shows, and other department and college events.
• Reserve rooms through college or university systems.
• Assist with organization and operational support for department and college events.

Telework may be available for this position up to two days per week following the completion of 90 days of service in good standing.

Required Qualifications:

• High School Diploma or GED
• Two years of experience providing administrative support.

General knowledge of and skill in the practical application of generally accepted office practices and procedures. Ability to communicate effectively both orally and in writing. Ability to proofread and edit written documents. Skill in various computer software packages, such as word processing, spreadsheets, database and presentation programs, Internet, email and calendaring software. Ability to understand and follow oral and written instructions.

Ability to interact effectively with internal and external parties in a courteous and efficient manner. Ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.

Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

Preferred Qualifications:

• Knowledgeable in university administration platforms such as SharePoint, People Soft, and Course Leaf CLSS Scheduling.

Organization: Academic Affairs Division

Primary

Location:

Main Campus

Job Posting: Aug 18, 2026