Administrative Assistant, Library, Education, Writing

Administrative Assistant, Library, Education, Writing

Under general direction of the Chair(s)/Director(s) of the Levin Library, Education, Graduate Education, and Writing programs, the Administrative Assistant is directly responsible for the administrative support of these departments as well as the coordination of maintenance/administrative operations of the Faculty Building and Library. The Administrative Assistant is the first point of contact for the Faculty Building visitors.

• Provide general administrative support including but not limited to answering and responding to email/phone inquiries, taking meeting minutes as needed, assist faculty with administrative tasks such as printing, posting hours, maintaining mailboxes, assist with department mailings etc.
• Assist department directors with preparation of Contract Request Forms for full and part‑time faculty members each semester.
• Serve as the general coordinator for events: assist with event planning and execution for the departments supported. Responsibilities include but are not limited to; room and catering coordination, connecting with Institutional Advancement on invitation publication/dissemination, track RSVPs, etc. Special events to include but not limited to;
  Honor Society Inductions, Awards Ceremonies, Faculty Receptions, and Admission/Recruitment Events.
• Be the first point of contact for student queries related to registration/registrations processes.
• In collaboration with the Chairperson, Director of Programs in Graduate Education and Coordinators, assist in the preparation for self‑study visits, regulatory related visits and meetings.
• Maintain the library conference room and other library reservation requests. Maintain Levin Library calendar and library faculty/staff calendars.
• Coordinate the general care and maintenance of office equipment such as: multi‑function printers, computers, and telephones.

• Assist Department Chairperson/Coordinators/Directors in preparation and maintenance of Operating and Capital Budget by maintaining timely, accurate records of utilization for each department.
• Monitor budget balance in Banner and provide updates as requested.
• Gain working knowledge of library resource purchasing in relation to library and enterprise management systems and external vendors.
• Prepare purchase orders and check requisitions for department(s) for the appropriate authorization and processing.
• Inventory and order office supplies and equipment for the Faculty Building and supported departments as needed.
• Responsible for coordinating library materials and supplies purchasing, book and electronic acquisitions (which may include ordering, receiving, and updating orders in the Banner system), as well as communicating with vendors on a variety of products and services.

• Act as the main point of contact for Faculty, Staff and visitors of the Faculty Building.
• Serve as library liaison to both internal and external contacts.
• Maintain general office files related to the Faculty Building and Library.
• Collect and distribute faculty course evaluations in adherence to the guidelines established in the agreement between the College and the AAUP.
• Maintain Education department voucher system, field tracking sheets, student compliance records, etc.

• Assist in the hiring, supervision, and oversight of student workers in the Faculty Building.
• In consultation with the Chairperson/Director/Coordinator, recruit, interview, hire and schedule work study student(s).
• Provide training to work study students as necessary.
• Coordinate, prioritize and assign tasks to student workers.
• Monitor hours worked and ensure accuracy of hours worked in the College's electronic timekeeping system.

• Respect and maintain confidentiality, parameters of operation, professional protocols, and individual privacy.
• Perform other related duties as assigned by the Chairs/Directors/Coordinators.

• Exhibits a high degree of initiative for bringing tasks to successful completion and…