Administrative Services Coordinator II

Job Title

Multi-Purpose Office Manager

Oversees, maintains, and monitors all budgets for the department through the use of Banner, Eagle Buy, E-Print, File Maker Pro, Pro Card, Talon, and Scholar Web. This includes the ordering of all office supplies and equipment, receiving and payment of invoices, receiving and receipting of money. Prepares the proper paperwork for travel/claims, faculty leave, adjunct pay and faculty extra/overload pay, and awards scholarships.

Inputs departmental class schedule each semester. Assists students during registration with permits, forms, and questions, and assists faculty advisors and advisement centers with questions concerning their advisees on what their majors should take. Creates, maintains, and updates all webpages for the departmental website. Uploads all departmental syllabi and course descriptions. Creates and uploads all technical reports completed by faculty. Uploads all vital departmental information to SharePoint for safety in case of a disaster.

Uses the events reservation system to reserve space for events, and uses ARGOS to retrieve various information needed for reports. Attends faculty meetings, keeps records and prepares minutes for review/approval. Initiates job postings in Talon. Schedules interviews, itineraries, hotel/shuttle reservations, reimbursements and PAFs (Personal Action Forms) for hiring. Assists the Chair with tenure-track reviews in tabulating ballots and transcribing tenured peers' comments.

Typically supervises or assists in the supervision of student employees and lower level clerical or temporary employees. Opens and routes all incoming departmental mail and determines its distribution. Drafts correspondence and memos. Conducts research and gathers information for reports. Assists in the planning and coordinating of conferences and assists new clerical staff in various departments with administrative and clerical tasks.

Compiles, reviews and maintains student records, reports, and other information on math majors (undergraduate and graduate) for use by supervisors and advisors. Reviews students' programs of study to verify that they have met all requirements for graduation. If any discrepancies are found the student's advisor is notified and, if needed, the proper paperwork is prepared. Maintains all personnel files on faculty, staff, and math majors.

Tennessee Tech is an Equal Opportunity/Affirmative Action employer.

Serves as a multi-purpose office manager with responsibilities that include maintaining office efficiency and participating in creative problem-solving and decision-making processes involved in running the department. Manages the departmental office to ensure that it runs smoothly, efficiently, and productively while maintaining high morale of faculty, staff, students, and student workers. Assists the department chair in all aspects of their job, including meeting deadlines, advising the department chair of operational and budgetary matters, opening and reviewing all correspondence for the department and chair, advising the chair of major supply/equipment purchase needs and assisting the chair in creating course schedules and classroom assignments.

Composes routine and non-routine correspondence. Oversees and maintains all budgets for the department, including summer school, overload, and adjunct payrolls, undergraduate and graduate stipends, scholarships, and office invoices. Orders all office supplies and equipment. Assists students and advisors during registration. Creates, maintains and updates all webpages for the department website. Attends all departmental faculty meetings, keeping records and preparing minutes of said meetings.

Supervises the maintenance of department classrooms and office spaces. Assists search committees with job advertisements and subsequent scheduling of candidates' food and lodging. Orders food through dining services. Maintains all financial, personnel, and student (undergraduate and graduate) records. Helps supervise student workers. Responsibilities are second only to the department chair.

Those typical to perform the job duties listed.

Typical hours are Monday-Friday, 8:00 a.m.

- 4:30 p.m.

Applicants will be required to electronically upload a cover letter addressing how the applicant's skills and abilities meet the qualifications for the position, resume, and complete contact information for three professional references. References will be contacted at a later date. Submission of materials is the applicant's responsibility. Applications without all required materials are incomplete and will not be considered.

Salary:

Level S2, Grade 6.

Benefits Information:

Tennessee Tech offers a competitive benefits package. Benefits include the initial accumulation of one vacation day per month, one sick leave day per month, and thirteen (13) University holidays. Other benefits include medical and life insurance (shared cost with the…