Administrative Assistant, Mathematics Department

Purpose Of The Position

The Administrative Assistant, Mathematics Department, will provide administrative, departmental, and graduate student support, ensuring that all departmental academic and research activities are proficiently performed, which requires working closely with staff, faculty, students, and various units across campus.

Administrative Support:

• Manage department and supervisor calendars.
• Maintain department directory of personnel and office assignments.
• Process key requests.
• Maintain faculty files.
• Maintain and organize office and classroom supplies.
• Facilitate travel for faculty, staff, students, and seminar/guest speakers.
• Monitor computer lab supplies.
• Make requests to facilities and other offices for telephone service, furniture moves, surplusing items, and maintenance.
• Supervise student office assistants.
• Create and/or enter class schedules in Excel with data provided by the Chair.
• Coordinate with faculty and order textbooks via online ordering with the bookstore textbook manager.
• Assist faculty and students with issues pertaining to classes and other university business.
• Assist the department chair in the preparation of various reports or projects as needed (every semester).
• Enter and update ePAFs and eLabor Reports for faculty, staff, and student employees (biweekly, each semester, and as needed) and monitor approvals (biweekly).
• Assist with preparation and set-up for faculty meetings and department events.

Departmental Support:

• Organize, attend and take minutes at Departmental meetings.
• Maintain documents on Departmental server for faculty and students.
• Manage and maintain department operating budget, reconcile to Banner.
• Provide support to faculty on interpretation of financial statements.
• Distribute monthly budget statements to Principal Investigators.
• Perform budget analysis and projections for all department accounts.
• Prepare documents and reports for department submission to Board of Trustee reports.
• Plan and coordinate site visits for visiting scientists, seminar speaker and candidate interviews.
• Coordinate new graduate student orientation.
• Work with faculty to update undergraduate and graduate curricula and catalogs.
• Create presentation material for student and faculty orientation.
• Act as departmental liaison for payroll, travel, purchasing and HR questions.
• Create requisitions for all purchase orders regarding departmental activities including research components.
• Maintain departmental databases re: alumni, student graduate rates, and programs of study.
• Analyze programs of study to schedule courses, preliminary and qualifying exams for graduate students.
• Plan and facilitate department outreach and recruiting activities including recruiting booths and receptions at national conferences, open houses, student (retention) activities.
• Maintain database of potential students and disseminate departmental information.
• Manage faculty recruitment including organizing interviews and preparing material for committees.
• Manage class schedules and proactively work with Chair on upcoming course schedules and instructor assignments.
• Monitor section enrollment, waitlists, and submit schedule adjustments as directed.
• Work with faculty and students to create effective recruitment materials.

Graduate Student Support:

• Manage submission of programs of study for M.S. and PhD students.
• Prepare Graduate Research & Teaching Assistant contracts.
• Manage dissertation and thesis approval cycles for graduate students.
• Assist with GTA credential forms.
• Coordinate new graduate student orientation.
• Analyze programs of study to schedule courses, preliminary and qualifying exams for graduate students.

• Bachelor’s degree or equivalent combination of education and years of experience.
• 1-3 years full-time, verifiable relevant work experience.
• Proficiency with Microsoft Office.
• Ability to read and interpret budget statements.
• Ability to utilize Google Drive file system.
• Excellent communication and interpersonal skills.
• Ability to manage multiple concurrent tasks.

• Experience in an academic environment is desired.
• Proficiency with Banner, Argos, and Degree Works is desired.
• 3-5 years full-time, verifiable relevant administrative work experience is preferred.

$42,500 - $46,000

Job No: 504080
Department:
College of Science
Work Type:
Staff Full-time Non-Exempt

Location:

Alabama