Admin Asst School and Molecular Sciences

BIOLOGY - Admin Asst School of Life and Molecular Sciences (1.00) Job Classification Position summary

One of a two-person Administrative Assistant team who provides comprehensive administrative and operational support for School Life and Molecular Sciences, and supports the School Chair, program directors, faculty, and students across the Sustainable Agriculture, Biology, and Chemistry & Biochemistry programs in partnership with a second admin. This position coordinates day-to-day administrative functions, welcomes people, supports academic operations and recruiting, assists with student services, manages records and communications, coordinates events and projects, and serves as a key liaison to university offices.

The ideal candidate is highly organized, proactive, technologically proficient, outgoing, and manages multiple priorities in a collaborative, cross-disciplinary team.

• Must have a 4-year college degree or equivalent job experience in a dynamic office environment.
• Must have excellent, multi-modal communication skills.
• Must be a Seventh-day Adventist in good and regular standing.

• Prepare, proofread, and distribute correspondence, reports, and other documents
• Maintain digital and/or paper files and records for programs and School.
• Manage calendars, schedule meetings, and coordinate appointments
• Maintain awareness of faculty and student administrative needs, prioritize requests with school leadership, and facilitate solutions
• Run errands and provide support services to facilitate function for the chair, faculty, students, or guests as needed (could include printing, duplicating, cleaning, proctoring, supervising, moving, phoning )
• Maintain clean, organized office
• Perform other administrative duties and special projects in support of the School and/or its programs as assigned.
• Must be able to welcome visitors to more than one in-person program offices.
• Must work to support three disparate programs in distinct physical locations.

• Assist with data collection, reporting, and preparation for accreditation visits and ongoing academic compliance activities.
• Maintain assessment records and related documentation.

• Acts as liaison to Plant Services and Custodial for resolution of building issues and work orders.(coordinate and follow up)
• In coordination with Chairs and program directors, coordinates building schedule(s) with Campus Safety.
• Facilitate the needs of the faculty for their classrooms.
• Manage key and electronic access.
• Coordinate (and follow up)) with ITS school- or program-wide work requests.
• Support shared printer and copier resources.

• Responsible for entering and initiating bulletin changes (Curriculog).
• Assist with course scheduling, classroom assignments, lab fees; (interact with Courseschedule).
• Create and update curriculum outlines, as needed.
• Change or make classroom reservations when needed.
• Order books and desk copies at the rare request of the Chair.
• Keep classroom and building signage updated.
• Provide general administrative support to faculty and school leadership.

• Assist with coordinating school meetings, assemblies, lectures, guest speakers, exhibitions, performances, recruitment events, and other academic functions.
• Assist with event planning, logistics, reservations, and hospitality
• Prepare faculty meeting agendas.
• Attend faculty meetings and record minutes.
• Assist in seasonal decorations and displays for the school.

• Coordinate with professional school (Med, Dent, Pharm, PA, …) representatives to meet with students and faculty.
• Update and prepare unofficial transcripts and GPA…