Department Assistant

* Supports Director of Undergraduate Studies and BA preceptors in managing undergraduate programs; communicates with BA thesis writers and supports logistics for undergraduate alumni panels and thesis presentations.
* Provides current PhD students with clerical and institutional support; communicates routine departmental degree requirements and refers more complex requests to others; coordinates annual student reviews; schedules quarterly comprehensive exams; communicates with prospective applicants regarding the admissions process; assists with Prospective Students’ Day and new student orientation, and other projects as needed.
* Provides clerical and logistical support to Department Administrator and Academic Affairs Coordinator in scheduling of almost 200 courses annually; coordinates course submission process with faculty; communicates with registrar; proofs schedule for accuracy; submits updates; makes routine updates to the College Catalog.
* Provides support for all department events from student town halls to endowed lecture series; liaises with speakers; books travel and accommodation when needed; works with caterers; does set-up and break-down of event rooms; coordinates video rental, recording, editing, and posting to website; other duties as assigned.
* Assists department staff, faculty, and students in organizing meetings by booking rooms and coordinating schedules.
* Assists Department Administrator in processing routine financial transactions; uses University financial systems to initiate honorarium payments for visitors and reimbursements for students; creates POs; uses GEMS system to submit expense reports.
* Assists with website maintenance and new initiatives including soliciting regular news items from faculty and students; works with department chair to develop departmental newsletter; updates department social media accounts.
* Serves as primary point of contact for students, faculty, and visitors to the department office. Triages email queries from the public and answers the main departmental phone.
* Provides general office support including ordering supplies; collects and sorts mail; supports use and maintenance of the department copier; maintains department listservs; circulates general event information to faculty and students, and makes sure the departmental lounge is well-stocked and in order.
* Performs special projects as assigned by the Chair and Department Administrator.
* Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiates the hiring process of students and staff for a unit, which includes the processing of payroll
* Trains office staff on office procedures and compliance protocols. Coordinates special projects.
* Assists in the monitoring of the various financial and budgetary activities, including vendors contracts.  Prepares and monitors the budget for a unit.
* Researches and analyzes data to create reports, and may create other reports for grants and contracts.
* Performs other related work as needed.
* Communicate knowledge of the humanities field and the Humanities Division in general, and departmental regulations in particular, clearly and succinctly to an audience of humanities scholars and language experts.
* Clear, concise communication in person and in writing.
* Competently manage multiple, simultaneous projects.
* Accurate and attentive to details while meeting deadlines.
* Strong, proactive, and inclusive communication skills and practices.
* Working in a higher education institution.
* Background in office administration.
* Familiar with organizing events.
* Background with website maintenance.
* Skilled with complex scheduling.
* Proficiency in managing websites and using social media as a marketing and outreach tool.
* Knowledge of MS Word, Excel, Power Point, standard e-mail, and internet applications.
* Understand FERPA rules and requirements and maintain confidentiality in handling student information.

When applying, the document(s)
** MUST
* * be uploaded via the
** My Experience
** page, in the section titled
** Application Documents
** of the application.

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