Department Assistant

* Works with the Faculty Curriculum Committee to assign days, times, and quarters to the graduate and undergraduate courses; makes and publicizes  changes to the schedule throughout the year; manages the courses database, assigns course numbers to courses; contacts staff in other departments to facilitate the cross-listing and numbering of courses; submits the department’s course offerings to the Registrar for publication in the official University course listings such as the ‘Time Schedule’;

manages the accuracy of the information by consulting with appropriate faculty and with the appropriate staff in the Registrar’s office when changes are requested; keeps changes updated.
* Supports the faculty Admissions Committee by coordinating the annual admissions process; assisting prospective and applicant students; managing admissions communications, records, databases, and reports; scheduling and supporting committee meetings; ensuring accurate distribution and tracking of applications and decisions; liaising with the Dean of Students office; organizing faculty–student meetings; and helping plan and execute Prospective Student Week, including events, materials, and visitor logistics.
* Maintains and reports on PhD and undergraduate student records, including grades, exam results, program requirements, and paper files; manages and queries the departmental database (File Maker Pro); prepares reports for department leadership and faculty; tracks grade sheets, class lists, and competitive student applications in coordination with the Department Administrator; collaborates with university offices on student records functions; supports undergraduate program administration by maintaining major/minor records, monitoring enrollments, supporting advising needs, and assisting with undergraduate student organizations and activities.
* Processes reimbursements for a variety of department-paid expenses on both Oracle and GEMS. Manages communication of payments and ensures accuracy and timeliness.
* In consultation with the faculty admissions chair, plans events for admissions meetings and departmental open house for prospective students; with Department Assistant and Department Chair, plans Orientation Week and other departmental social events including Night Owls. These tasks involve ordering food, following up with and orchestrating caterers, and scheduling.
* Manages scheduling and calendars for department-controlled rooms, committees, and departmental activities; coordinates room and meeting use for classes, workshops, events, discussion groups, and other department-affiliated functions.
* Performs general office and receptionist duties; maintains office equipment and supplies; manages mail, bulletin boards (physical and online), desk copies, email Listservs, and the departmental library; supports mailings and communications; and assists with organizing student social events.
* Tracks search applications; maintains database(s) and document(s) to track faculty search committee comments; communicates updates to faculty and DC; prints documents as needed; keeps files electronically and hard copy as needed.
* Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate 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.  Preparing and monitoring 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.
* Excellent written and verbal communication skills, with the ability to convey departmental policies, program requirements, and humanities-related information clearly and professionally to academic audiences.
* Expertise to draft, edit, proofread, and tailor original correspondence, including writing in the voice of others and taking dictation.
* Provide accurate information about degree…