Sr Administrative Assistant

Senior Administrative Assistant

The Department of Agriculture, Nutrition, and Food Systems (ANFS) invites applications for a Senior Administrative Assistant to support our dynamic undergraduate academic programs. ANFS is an interdisciplinary community dedicated to advancing the sustainability of the farm-to-fork-to-human wellness continuum through innovative teaching, engaged research, and community partnerships. Our department serves undergraduate students in Agriculture & Food Systems Nutrition, Animal Science, Applied Animal Science, Veterinary Technology participating in a variety of departmental and college-wide programs.

If you're an organized, collaborative professional who enjoys solving problems, managing multiple priorities, and helping students and faculty succeed, we'd love to hear from you.

Reporting to the Academic Program Manager, the Senior Administrative Assistant provides high-level operational and administrative support for undergraduate academic programs. This position plays a vital role in ensuring the accuracy of enrollment data, course scheduling, and academic records while supporting the day-to-day operations that help our students, faculty, and programs thrive. The ideal candidate is detail-oriented, adaptable, and enjoys working in a collaborative, fast-paced academic environment where organization, communication, and initiative are valued.

Job Duties/Responsibilities:

• Serve as liaison to and interact directly with COLSA Associate Dean, Honors Program, Office of the Registrar, and Institutional Research. Identify important issues needing immediate attention.
• Coordinate and communicate information to faculty, staff, and other administrative units.
• Prepare correspondence in response to inquiries on departmental programs and activities.
• Provide administrative support to the successful functioning of academic programs in the department.
• Coordinate the submission of Promotion & Tenure files, including overseeing time sensitive and confidential material.
• Provide support to undergraduate program coordinators (securing course approvals and coordinate time and room changes).
• Coordinate the collection and management of course evaluations.
• Update undergraduate curriculum requirements (majors/minors) and reference materials. Prepare Administrative Reports (Credit Hours & Class Enrollments; Undergraduate Major Count; BS Degrees Awarded).
• Provide information to students/faculty by performing data inquiry utilizing Workday, BANNER, Web Intelligence, Webcat, and Canvas.
• Provide faculty with program requirements linked with academic history for graduation certification and honors history for Honor-in-Major Programs.
• Maintain and manage undergraduate student records by updating student database Web Cat.
• Prepare welcome letters to incoming and transfer students. Assign faculty advisors to undergraduate students.
• Enter/change student advisors in BANNER.
• Serve as department user in Canvas, maintaining user list.
• Coordinate resources for undergraduate student advising (academic policy, petitions, course selection, graduation procedures, etc.).
• Coordinate registrations for ANFS subject majors and administer student registration, including managing registration access codes, handling student transfers and change of major requests.
• Prepare Time and Room data, including large room auction, departmental classroom schedules, common and final exams.
• Carefully monitor course fees in Time and Room as well as final student enrollments and revenues generated by course fees.
• Establish and maintain course history folders.
• Prepare/coordinate large room requests; R+30 report;
  Final exam and common exam schedule and Course Approval Forms.
• Administer Teacher Evaluations, ensuring that all instructors are evaluated each semester. Track Class and Grade Rosters, and Independent Study Registrations.
• Manage permission required courses.
• Update Teaching Schedules.
• Provide support to the department Academic Affairs Committee, as well as provide support for events (U Day, Study Abroad Fair, and program level graduation celebrations).
• Serve as administrative support and liaison for department Study Abroad programs including, but not limited to, helping with information sessions, registering students, and predeparture management of important documents.
• Attend staff and college meetings.
• Provide telephone and office coverage support.
• Other duties as assigned.

Minimum Qualifications:

• High school diploma or equivalent, plus four years of relevant experience, or a combination of education and experience totaling four years.
• Comprehensive knowledge of office procedures and administrative practices.
• Strong interpersonal skills with the ability to build positive working relationships with faculty, staff, students, and the public.
• Proficiency with Microsoft Office applications, including Outlook, Excel, Word, PowerPoint, SharePoint, and One Drive, as well as database management and other software applications used by the department.
• Ability to work independently and…