Administrative Assistant II

Position Summary Information

Under general supervision, the Administrative Assistant II provides administrative support to fulfill objectives of a large department, unit, or school and serves as the primary point of contact for assigned unit. This position will support two categories: (1) Direct admin/clerical support to Director of General Education (GE); and (2) Receptionist/admin support to COP Dean’s Office. For positions supporting academic units, additional responsibilities may be assigned specific to serving and supporting faculty and students.

The essential functions listed below. Many, but not all will be assigned in addition, other responsibilities may be assigned that are unit specific and based on business need.

Administrative Assistant (Direct Admin/Clerical Support) to the GE Office (70%)Assisting GE Director in Office Duties

• Maintaining GE Director’s calendar/schedule; set appointments as needed.
• Assist with data collection for GE assessment; maintain GE records on GE drive.
• Assist in creating of GE Newsletter, maintain the GE website, and post announcements; support Canvas and SharePoint sites.
• Coordinate the Core 1 mentor program, including scheduling workshops and sending mentor communications.
• Use standard software to create letters, correspondence and emails.
• Prepare course articulation letters for PACS and CORE students.

Assisting in scheduling and staffing all Core Seminar Sections (CORE 1, CORE 2 – Fall/Spring/Summer)

• Use Banner to set‑up the course schedule created by the GE Director/Dean.
• Submit room, instructor, and time changes requested by instructors.
• Prepare appointment letters and submit EPAFs for instructors each term, as needed.

Planning and Organizing Faculty Workshops

• Reserve rooms using FAMIS and Virtual EMS.
• Coordinate catering for GE training workshops.
• Process paperwork for external speakers; prepare training materials; coordinate technology needs.

Assisting all Core instructors

• Distribute mail, messages, and assignments to instructor office boxes.
• Create instructor files; collect CVs, contact information, and syllabi.
• Serve as the contact person for adjunct instructors.
• Notify students of instructor absences and occasionally distribute assignments.
• Maintain the GE Adjunct office; request and manage keys.
• Collect syllabi for GE and FFS courses for the Syllabus Repository.

Accessing Banner Student Data

• Input GE and Fundamental Skills (FS) student overrides during registration; manage related student communications and appointments.
• Access student schedules and registration information as needed.

Supporting Faculty and Student Awards (Long Awards, Raymond Essay Award)

• Distribute award letters and process stipend payments using department budget records.
• Create bulletin board displays for Long Awards/GE programs using basic graphic and photography tools.
• Maintain contact with Raymond College alumni; prepare and mail materials for the Raymond Essay Awards Committee.

Online Student Evaluations

• Set up implementation and communication plans for GE and FS online evaluations each term.
• Communicate procedures and deadlines with instructors each semester and summer term.

Administrative Support for the GE Committee

• Schedule GE Committee meetings and agenda‑setting meetings; take minutes.
• Consolidate committee materials.
• Monitor progress of forms during the approval process.
• Maintain files for GE Breadth Program Proposals and Recertification Forms.

Pro‑Card/Budget Responsibilities

• Monitor multiple GE and Fundamental Skills (FS) budget lines.
• Purchase supplies and equipment using the University Pro‑Card; reconcile Pro‑Card activity and statements.
• Use Banner Finance to assist with preparing the monthly GE budget report.
• Process journal entries, budget transfers, and reimbursements.

Interaction with Students

• Respond to GE‑related student questions; direct students to appropriate resources while maintaining a professional and friendly demeanor.
• Provide office access keys during business hours.
• Oversee peer mentors and submit EPAFs for student workers.
• Perform other duties as assigned or requested.

Administrative Assistant (Receptionist/Admin Support) to COP Dean’s Office (30%)

• Schedule appointments and provide…