Administrative Program Assistant

Summary:

This position provides administrative support to the Department of Biological and Environmental Sciences (BES) and program areas (Biology, Environmental Science, Forestry and Plant Biotechnology) in the department.

Essential Duties and Responsibilities:

* Reports to the department chairperson and may supervise all other secretaries

* Organizes and implements procedures for executing various administrative assignments.

* Compiles factual information from files, records, publications and other sources, and tabulates this information in accordance with standardized report forms.

* Reviews incoming correspondence' in order to alert the supervisor more promptly to matters of special concern or interest and in order to transmit routine correspondence to an appropriate office for action.

* Assist with the revision, and/or development of faculty teaching assignments and course schedules.

* Coordinate Departmental budgeted expenditures.

* Assist the Department Chairperson and program coordinators coordinate with academic advising of students of the Department.

* Develop presentations, brochures and newsletters for distribution to students at recruiting events.

* Coordinate department curriculum review, revision, and/or development, budget preparation, submission of Electronic Personnel Action Forms (EPAFs) for faculty/staff, graduate students and Bi-Weekly students.

* Input and review for accuracy, all EPAF's and pay calculations for Biological & Environmental Sciences Department employees.

* Verify the correctness of the Faculty Load Reports for all departmental faculty.

* Assist the Chair in collecting data for departmental reports such as program assessment, strategic plan and annual reports.

* Composes drafts of reports and letters for the supervisor's review, and trans¬mits replies to routine correspondence on the supervisor's behalf.

* Assists in arranging meetings of the unit's staff or faculty, and serves as recording secretary at such meetings.

* Types minutes, correspondence and other documents relating to the operation of the unit or department and proofreads these materials to ensure their accuracy.

* Establishes and maintains accurate and current files of letters, reports, re¬cords, and other documentary materials, and ensures that information in these files is kept confidential.

* Maintains files of course syllabi, course rosters and grades, minutes of meetings and accreditation reports.

* Communicates with other staff, faculty, administrators, and the general public.

* Performs any other administrative duties that may be assigned by the immediate supervisor.

Minimum

Position Requirements (including years of experience, certifications, licenses, etc.):

* Bachelor's degree

* At least three (3) years of related work experience

Knowledge, Skills, and Abilities:

* Extensive knowledge of office management policies, practices and procedures

* Extensive knowledge of Banner System

* Ability to compose and prepare reports, records and correspondence

* Ability to exercise judgment and discretion in interpreting and applying operational policies and procedures

* Ability to understand and execute complex written
· and oral instructions

* Ability to make accurate calculations and to deal with statistical data

* Ability to take dictation and to operate a word processor at a corrected rate of sixty words per minute