Faculty Services Assistant

Title: Faculty Services Assistant

Department: Social Sciences

Duration: Indefinite - 11 Months

Employment Status: Non-Exempt, Full-Time, 30 hours per week

Reporting to the Senior Department Services Coordinator, the Faculty Services Assistant provides a wide range of highly organized, accurate, and effective administrative support to faculty in assigned academic departments. The Faculty Services Assistant supports the teaching, academic, and professional work of department faculty and contributes to an effective learning environment for students. The Faculty Services Assistant receives directions from department chairs, faculty, and the Office of the Dean of the College, particularly the Academic Support Administrator.

The Faculty Services Assistant assists with daily office operations, events, and program management. This position is represented for purposes of collective bargaining by SEIU.

• 35%
  - Provide Administrative Support to Department Chairs and Faculty - Provide administrative support to department chairs, faculty, and the Senior Department Services Coordinator with routine departmental operations and academic activities. Prepare and organize course materials; maintain faculty and staff contact lists; and compile and post faculty teaching schedules and office hours. Support faculty with course-related logistics, including ordering desk copies of course books, printing and copying, reserving classrooms and meeting spaces, arranging audio-visual setup, and organizing class trips and academic events.
  
  Assist with logistics for program reviews, faculty searches, and the welcoming and orientation of new faculty and adjunct faculty. Support the Office of the Dean of the College and faculty with projects and initiatives, including grant-funded programs and symposia. Perform other duties and projects assigned by department chairs or the Office of the Dean, including temporary support for other departments or programs within Academic Affairs as needed.
  
  - (Essential)
• 20%
  - Support Departmental Events and Programs - Assist with planning and publicizing departmental events, including guest speakers, seminar series, discussion groups, panels, and social events. Coordinate routine event logistics, including room reservations, refreshments, registration, guest travel arrangements, promotional materials, stipends, and reimbursement paperwork. Provide temporary administrative and logistical support to other Services Coordinators during peak operational periods or special events, with approval from the Senior Department Services Coordinator.
  
  Collect and compile basic attendance and feedback information for departmental events.
  
  - (Essential)
• 20%
  - Provide Communication, Outreach, and Liaison Support - Make basic information updates to departmental websites using established templates and procedures. Draft and distribute routine communications, including flyers, brochures, newsletters, slide decks, presentations, and campus-wide event announcements. Support community outreach and engagement activities related to departmental events and programs. Serve as a welcoming front-office and building presence by answering phones, greeting visitors, handling mail and correspondence, and maintaining bulletin boards.
  
  Respond to routine questions regarding office hours and locations and route academic and curriculum inquiries to the appropriate department chairs. Maintain organized departmental files and records and support accurate documentation and distribution of information.
  
  - (Essential)
• 10%
  - Support Building, Facilities, and Office Operations - Assist with reporting routine facility and maintenance needs, including submitting work orders and communicating with Facilities Management or Campus Safety regarding maintenance, repairs, and emergency situations. Assist with preparing office spaces for new and existing faculty, including distributing keys and requesting computer, telephone, and email setups. Support routine office equipment needs and space-related projects in coordination with the Senior Department Services Coordinator.
  
  - (Essential)
• 10%
  - Provide Supplies and Budget Support - Assist with basic data entry for departmental budget spreadsheets and tracking routine expenditures. Gather receipts and organize financial documentation to support routine reimbursement processes. Order office supplies and assist with inventory and upkeep of office equipment.
  
  - (Essential)
• 5%
  - Support Student Workers - Assist with student hiring…