Administrative Assistant - Department of Chemistry

Administrative Assistant
- Department of Chemistry

Full Time

Provides general office and administrative support for the chair, faculty, staff, and students in the Department of Chemistry to create an inclusive and welcoming atmosphere, promote the research culture, enhance communication, and professionalize operations. Performs other duties as assigned.

• 15% - Administrative:
  Provides admin support for office staff and non‑administrative faculty; in collaboration with Office Manager, assists with on‑boarding new faculty and staff to facilitate understanding of department processes and procedures;
  Collaborates with other Chemistry staff members on planning and organization of departmental events by planning and carrying out events such as guest speakers, faculty interviews, graduate and undergraduate recruitment weekends, and organizing seminars including seminar receptions as well as directing students working at seminar receptions and recruitment‑related meals (must be able to travel/drive short distances for meal pickup). Initiate visitor vendor registration and approval process.
• 15% - Supports the efficient operation of the department by managing visitor parking passes and College of Science parking spaces; receiving and distributing mail and packages throughout Hunter Laboratories; assisting with shipping; overseeing copying, printing, and binding services; and purchasing, maintaining, and distributing office supplies to support departmental teaching, research, and student success.
• 40% - General Office Management/Departmental Communications:
  Provides front‑line support for undergraduate students, graduate students, alumni, visitors, faculty, and staff in the Chemistry Department, serving as a primary point of contact in the department's main office. Delivers responsive, student‑centered customer service by answering phones and departmental email, greeting visitors, directing student and visitor inquiries, and connecting students with appropriate resources and personnel. Collaborates with the Administrative Coordinator to hire, train, and supervise student office assistants and serves as backup support as needed.
• 15% - Coordinates department communications that keep graduate and undergraduate students informed of departmental, college, and university events; creates email announcements, promotional materials, and event publicity for seminars, guest speakers, and student‑focused activities. Maintains the department calendar, website, and social media to ensure timely and accurate information is available to the campus community, alumni, and external partners. Coordinates the department newsletter by writing articles and taking photographs highlighting student, faculty, and departmental accomplishments.
• 15% - Facilities:
  Manages key distribution process and non‑academic room reservations for Hunter Lab; works closely with building coordinator on office and lab assignments and phone numbers for faculty and staff, ensuring that directories for the building and for distribution are kept up to date always; ensures printers and copiers are in good working order by maintaining contact with CU copier/printer representatives and CCIT;
  
  trains faculty, staff and students on new printers and copiers. Vehicle coordination and maintenance.
• Business Operation Support & Outreach:
  Initiates P‑Card and Buyways transactions for office‑related Chemistry Department purchases. Coordinates alumni relations and external partner outreach for the Department of Chemistry in collaboration with college‑level liaisons.

A high school diploma and work experience that is directly related to the area of employment. A bachelor's degree may be substituted for the related work experience.

JOB KNOWLEDGE:
Fundamental working knowledge of concepts, practices and procedures and ability to apply in varied situations.

SUPERVISORY RESPONSIBILITIES:

Supervises Student workers only.

BUDGETARY RESPONSIBILITIES:
Fiscal Responsibilities:
Fiscal responsibilities for the department's budget, including but not limited to, financial planning and managing fund allocation.

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