Department Assistant, Geography & Sociology and Political Science

The Department Assistant provides integral administrative support for the Geography & Sociology and Political Science Departments, ensuring efficient operations and serving as a primary support resource for department chairs, faculty, students, and affiliated academic programs.

• Maintains a copy of all course syllabi for each program.
• Distributes and reports data on student evaluations of faculty/courses through Qualtrics each semester.

• Serves as students’ point of contact for the Departments of Geography & Sociology and Political Science.
• Supervises student workers who assist in the performance of departmental clerical responsibilities and GIS lab.
• Maintains accurate student files including documentation of student evaluations, grade appeals, etc.
• Assigns advisors and maintains faculty advisee lists.

• Build fall, spring, and summer courses in Banner each semester.
• Assign rooms for classes.
• Manage enrollments during registration periods and freshman/transfer orientation.
• Create permits as needed for students.
• Maintains/manages waiting list during registration.
• Create and manage course evaluations in Qualtrics.

• Communicates in a courteous and professional manner with all College constituents.
• Answers department telephone.
• Prepares materials for departmental meetings.
• Assists in administration of multiple grants.
• Prepares LOA (Letters of Agreement) for adjunct faculty and full-time faculty overloads.
• Prepares requisitions and makes sure invoices are paid in a timely manner.
• Prepares budget reports for Chairs and maintains general budget spending.
• Maintains records and files of all purchases, requisitions, receivables, etc.
• Processes travel/expense reimbursements.
• Coordinates appointments and travel arrangements for departmental guests, job candidates, etc. (flights, hotel, expense reimbursements, parking).
• Sorts and distributes mail to appropriate departments/individuals.
• Maintains office machines in working order (routine copier and Geography plotter maintenance/repairs).
• Purchases and ensures availability of all supplies (including clerical, office, and instructional), computer software, door signage for faculty/staff, gifts for honorary speakers, items for special occasions, promotional items for special events, etc. with supervisor approval.
• Creates and maintains electronic group address lists for each department to allow corresponding with students.
• Coordinates on-campus events/ceremonies for the degree programs (scheduling, reservations, supplies, secure catering, etc.)
• Confirms/secures room/space reservations via review of SPACES schedule.
• Assists in department website accuracy.
• Serves as building coordinator and safety coordinator for 2nd and 3rd floors of Ingalls Hall (approve room requests, report facility issues, create and maintain building safety plan in case of emergencies, etc.)
• Creates promotional materials for special events, course promotion, etc.
• Runs department-related errands as needed.
• Performs other duties as assigned.

• High school diploma or equivalent.
• Requires the ability to work without supervision and exercise individual initiative.
• Requires the ability to work in a highly collaborative team environment.
• Requires excellent time management and prioritization skills.
• Requires effective organizational and problem-solving skills with particular attention to detail.
• Requires strong written and oral communication skills along with positive interpersonal expertise to effectively interact with all levels of the University’s employees and public.
• Proficiency in Microsoft Office products, including Word and Excel.
• Ability to effectively manage multiple tasks, prioritize, complete work assignments in an accurate and timely manner, and respond to a variety of constituents including:
  • 2 academic departments (3 disciplines)
  • 225+ majors/minors/certificate
  • 8-10 budgets (operating, grants, gift)
  • 10-12 faculty members
• Ability to work continuously throughout the day, remaining in a sitting position for extended periods of time.
• Ability to remain in a stationary position for up to 6 hours per day.
• Ability to view computer screen for up to 7 hours per day.
• Ability to occasionally lift up to 15 pounds as needed.
• Requires the ability to report to work by 8:00 am daily.

• Proficiency in Banner, Argos, Spaces, Degree Works, and/or Qualtrics.