Administrative Assistant

Administrative Assistant

The Department of Atmospheric, Oceanic and Earth Sciences seeks an Administrative Assistant to provide general administrative support to the Department Chair, Associate Chair, COLA Director and Faculty and serve as a backup for the Fiscal and HR Analyst. The Administrative Assistant will work 25-29 hours per week and flexible shifts will be available.

Responsibilities include developing and maintaining effective customer service processes for front desk/reception area; providing support for candidate searches and staff on-boarding process; coordinating the process for J-1 visas, H1B and other immigration requirements for Department Faculty and visitors; entering Employee Personnel Action Forms (EPAFs) into Banner in a timely, accurate manner and track records to verify correct payment to employees; coordinating the hiring process for wage employees by following University guidelines;

coordinating the administrative process for affiliates and graduate faculty; processing contracts, tracking renewals, and providing necessary onboarding information to affiliates and graduate faculty; preparing and submitting journal vouchers to move costs to appropriate accounts; tracking/collecting materials and updating a variety of databases and lists; maintaining working knowledge of university programs, processes and procedures including but not limited to Banner, Micro Strategy, Requesting Tracking System, e-Works, 25

Live, Excel, Outlook and purchasing and accounts payable; working with Fiscal Services, Human Resources, OIPS and other departments as needed to complete tasks assigned; cross-training responsibilities to always ensure effective office continuity; assisting with web-design and website management, social media management; assisting with reconciling department funds; and others administrative duties as assigned.

Required qualifications include the ability to communicate efficiently; good working knowledge of Microsoft Applications (Teams, Outlook, Excel, etc); and the ability to work with multiple groups of teams and multitask.