Administrative Assistant 2 - Chem​/Math​/Phy​/Bio​/Nursing

Administrative Assistant

This position serves as the administrative assistant for the Chemistry/Math/Physics, Biology & Nursing Departments by providing customer and student assistance, office and building management and administrative support to the Academic program with emphasis in Chemistry, Math, Physics, Biology, & Nursing. This position supports and reports to the Department Chair of Chemistry/Math/Physics.

Part-Time/No Summer:
This position will work an average of 25 hours per week from August 16th through May 31st with the specific daily schedule determined in consultation with the supervisors. Some limited summer hours may be scheduled in consultation with supervisors and Human Resources, for special projects.

Essential Responsibilities:

(These essential responsibilities are those the individual must be able to perform unaided or with the assistance of reasonable accommodation.)

• Customer or Student Assistance:
  • Serves as a central point of contact for the departments, students, and external constituencies in the resolution of a variety of daily matters. Provides support for the departments by answering telephones and relaying messages, handling follow-up communications as needed, assisting with, and resolving inquiries of students and visitors, providing information and directions, resolving problems, and reviewing and distributing incoming and outgoing mail.
  • Assists students in setting up meetings with faculty members as requested.
  • Assists students with registration issues.
• Faculty Support: (These responsibilities to be completed as requested by Faculty)
  • Handles a wide variety of miscellaneous assignments for faculty in order to facilitate their teaching, to include: the scheduling of rooms and AV equipment for classes and events; requesting keys, ordering and distribution of textbooks; replicating materials used in support of teaching, research, and/or committee work; typing, proofreading, editing, and preparation of class materials; and the providing of assistance in the collection and distribution of student assignments.
  • Maintains faculty schedules and schedules meetings.
  • Proctors exams and administers make-up examinations to students.
  • As requested, maintains content for departmental courses in the Learning Management System (eLearning). This includes uploading Power Points, audio recordings, and course materials weekly, and sending out class emails and announcements.
  • Handles travel arrangements, transportation and lodging for faculty and student groups as needed.
  • Handles incoming/outgoing mail services.
  • Attends department meetings as requested.
  • Assists faculty as requested with individual projects involving proofreading, editing, and preparing materials for publication.
  • Provides administrative assistance with faculty and/or staff searches, as appropriate, to include organizing employment applications, preparing applicant acknowledgements and interview documents, coordinating interview logistics and making travel arrangements.
  • Provides guidance and orientation support to new faculty members and helps with the set-up of accounts and identification of campus resources.
  • Coordinates communication/orientation for all part-time Faculty:
    • Keeps in touch with all full and adjunct faculties regarding departmental business.
    • Maintains student schedule and contact information for the faculty.
    • Provides basic guidance and orientation support to new faculty members by assisting them in the set-up of accounts and the identification of campus resources.
• Record Keeping:
  • Establishes, updates, and maintains department's files, inventories, and records; implements and maintains data management systems, as required, to include the maintenance of Advisee Records and other departmental information.
  • Assists with collection and organization of documents for academic assessment on an ongoing basis and more extensively when required to do so for accreditation.
  • Updates records of alumni employment as requested.
• Office/Building Management:
  • Maintains academic and facility use scheduling calendars. Works to resolve staffing, scheduling and room assignment issues.
  • Maintains tidiness along with the necessary supplies in the building's common…