Administrative Office Assistant Iii

Central Michigan University

Position Information

Posting Number S-3923

Position Number 03620

Type of Recruitment External

Position Title ADMINISTRATIVE OFFICE ASSISTANT III

Duties performed are of a complex and varied secretarial/administrative nature in the Department of Philosophy, Anthropology and Religion. This position requires a high degree of decision-making, confidentiality and independence of action. This is the most senior level office professional position and while it incorporates elements of other levels, it has a majority of effort associated with more complex administrative support services.

High school diploma or GED.

Four years of qualifying experience or a combination of education and experience that equates to four years.

Experience with Microsoft Word.

Customer service experience.

Spreadsheet and/or database experience.

Organizational skills with strong attention to detail.

Demonstrated positive interpersonal skills.

Effective verbal and written communication skills.

Ability to project a positive attitude.

Ability to manage multiple projects and meet deadlines with accurate results.

Ability to compose, proofread and edit correspondence.

Knowledge of specific software programs and/or mainframe/systems skills may be desired by the hiring department. (i.e. Excel, Access, SAP).

Demonstrated ability to design/maintain web pages may be desired.

Acts with a high degree of independence as a liaison with students, visitors, faculty, staff, and other individuals both on and off campus.

Oversees the daily operations of the department office and student assistants.

Provides administrative support to the department chair, including but not limited to scheduling meetings, correspondence, budget management, enrollment monitoring, FTE tracking, generating reports, and other projects as requested.

Provides instructional support to faculty and department chair, including but not limited to preparing classroom materials, scheduling area events, room reservations, email correspondences, recruiting, curriculum, website updates, and other projects as requested.

Maintains and analyzes a set of complex budgetary records for all departmental accounts (scholarship, grants, gifts, FRCE, etc.) by performing bookkeeping-related duties such as projecting, reconciling, monitoring, and tracking expenditures monthly.

Holds departmental credit card.

Reconciles all departmental credit cards monthly via an online application to ensure expenses are charged to the appropriate account.

Prepares, processes, and tracks all departmental reimbursements.

Submits departmental personnel transactions for faculty, staff, and student employees.

Processes, reviews, and approves faculty, staff, and student payroll.

Assists with, distributes, and processes adjunct reviews (online course instructors).

Prepares, processes, and submits all purchasing requests, invoice vouchers, and independent contract agreements.

Prepares and processes department scholarship awarding, by tracking applicants, available funding, eligibility verification, notifying applicants, and tracking thank you letters.

Assists the departmental and interdepartmental scholarship committees in reviewing scholarship applications.

Prepares, reviews, and submits all department course schedules, course changes, and course cancellations.

Manages and assists students with course registration by processing exception requests, answering questions/concerns with registering for courses, and resolving complicated non-routine registration issues.

Corresponds with students when courses are cancelled and recommends other program courses to take.

Communicates with Area Coordinators regarding assigning instructors to online courses within their respective areas.

Processes teaching preference forms for faculty teaching online.

Collects semester course syllabi for departmental record.

Generates incomplete grade reports and verifies that the department has a record of the incomplete grade form on file.

Assists faculty in processing grade changes, issues with assigning majors, minors, certificates, and so forth.

Tracks and maintains course registration for independent studies, training, and internship courses.

Maintains master list of current course offerings with detailed information regarding online option, modalities, WI offering, last taught, MCS last updated, etc.

Maintains department master course syllabi review schedule, and assists with preparation, distribution, and tracking of master course syllabi through the curricular process.

Coordinates Bulletin reviews with area coordinators, including processing updates, corrections, and proofreading, to ensure accurate information.

Reviews and submits program changes in the curricular process as needed.

Generates and prepares internal departmental reports using SAP, Watermark…