Division Secretary, Biology & Biochemistry​/Environmental Studies & Geology​/Physics & Astronomy

Provide high quality and timely assistance to the Department Chairs, all faculty, and adjunct instructors in the departments, in a vast variety of administrative assignments. Provide support to special projects, office workflow, academic support, correspondence, budgets, data compilation and records control. This position has been evaluated for compliance with the Fair Labor Standards Act and is subject to premium pay for all hours worked in excess of 40 in payroll week.

$16.72-$17.68, 35 hours/week

• This position has supervisor authority over work-study students in the Environmental Studies Computer Lab and the Physics/Astronomy department.
• With or without reasonable accommodation the incumbent must be able to read and write and speak the English language at a college level
• Be capable of performing sometimes complex mathematical calculations, statistical calculations and other higher mathematical operations
• Be able to communicate with all levels of the institution in written and spoken form
• Be able to maintain regular and prompt attendance

• Assist with hiring work study students for faculty and technicians by submitting electronic payroll authorizations.
• Support and assist the Chair(s), Program Director(s), faculty and students within the program(s). Mentor new employees on business practices, policies, and procedures.
• Maintain budgets, order supplies and equipment, keep membership dues and subscriptions up to date for each division.
• Collect and distribute mail, maintain and respond to emails and inquiries for each division.
• Assist in coordination of faculty candidate searches.
• Prepare and maintain administrative files and documents for each division, including but not limited to meeting minutes, department reports, spreadsheets, databases, work orders, Promotion and Tenure materials.
• Compile, maintain and file all student records, lists, and documentation as required to established procedures.
• Work with Division Chairs and Program Directors on course scheduling each semester, then input it into BannerINB.
• Work with Division Chairs and Program Directors on course catalog edits annually, then make changes in Cascade.
• Assist with coordination and planning of special projects and events by making travel arrangements, preparing and submitting payment and reimbursement paperwork, arranging catering, reserving rooms and spaces, and communicating details with the AU community.
• Proctor make-up exams and quizzes for faculty when needed.
• Supports and assists in creating intersections for faculty, staff and students that will assist in transforming people’s lives.
• Supports and assists in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and students.
• Maintains a commitment to diversity, equity and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff and students and expanding access to the AU experience.
• Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environment.
• Participates in all required assigned training, including safety training and will comply with safety rules, regulations, and protocols.
• Effective written and oral communication skills.
• Contributes to the overall success of the University by performing other duties as assigned.

• High school diploma required. Associate degree is preferred.
• A minimum of two years of experience working in an office…