Administrative Support Supervisor

Administrative Support Supervisor

The Administrative Support Supervisor is responsible for supervising the activities of support level personnel within an assigned department or program.

Duties & Responsibilities:

• Greet incoming individuals and answer the telephone, directing inquiries to the appropriate person.
• Manage all office correspondence, including all incoming and outgoing mail and e-mail directed to and from the Biological Sciences Department, faculty, and graduate students.
• Maintain calendar for Chair of Biological Sciences Department.
• Take notes at faculty meetings.
• Advertise and schedule departmental events.
• Coordinate academic and co-curricular activities within the department.
• Prepare faculty and graduate student phone and e-mail lists.
• Assist graduate students and direct student inquiries to the appropriate faculty or staff member.
• Assist with tracking Graduate Student Form Stack forms and their progress within their program.
• Coordinate on-campus interviews of prospective faculty.
• Concur Travel – Faculty, Students, and Guests of A-State
• Work with Department Business Coordinator to make sure budget resources are available.
• Prepare Travel Authorization through Concur Travel.
• Use Department Travel Card to make travel reservations (airline, hotel, registration, secure vehicle safety for all drivers using department vehicles or rental cars). Prepare 14-Day Advance travel memo if required.
• Work with faculty to make travel arrangements for Biology Seminar speakers and faculty candidates as required.
• Prepare Travel Expense Reports through Concur Travel on behalf of travelers, reallocate charges to appropriate account(s) as necessary.
  
  Note:
  
  Travel expense reports should be processed within 10 days of return.
• Track and prepare P-Card report for office and miscellaneous supplies bought for the office of Biological Sciences.
• Work with Department Business Coordinator if questions arise concerning reallocation budget for charges.
• Maintain the Department copier; assist faculty with any copier-related issues; and make copies as needed.
• Maintain a log of all sensitive and non-sensitive documents leaving the department for additional signatures. For example, Volunteer Memorandum of Understanding for Biological Sciences, Travel Memos, Vehicle Safety Program form (VSP).
• Point person for reserving Department Fleet Vehicles, upkeep of Vehicle Checklist, Tags, Insurance, and Wex Card for Vehicles. Also responsible for initiating the Vehicle Safety Program Form for faculty/graduate students who will be using Department Fleet Vehicles. Responsible for scheduling vehicle maintenance with Facilities/Motor Pool.
• Process Work Orders as needed on behalf of the department.
• Update and maintain department website and recruitment pamphlets, degree/major checklists.
• Liaison with Information & Technology Services for IT issues.
• Authority for signing and distributing documents from Access and Accommodation Services to the appropriate faculty
• Maintain department list of majors and teaching assistants.
• Maintain 11th-day official course enrollment
• Enter department's course schedules into Banner/Course Dog
• Create variable credit research courses for Biology
• Oversee Registration Error Reports from Registrar's office
• Assist students with class overrides per faculty's requests
• TA coordination – collect student schedules for Fall/Spring and coordinate with needed TA slots.
• Oversee room scheduling for Bio classrooms, including meetings and defenses.
• Other duties as assigned.

Knowledge/Skills/Abilities:

Knowledge of record keeping procedures, the principles and practices of mathematics and basic data analysis, work-related subject area, computer, and software applications. Ability to plan and organize. Ability to interpret and apply policy and…