Academic Administrative Assistant,Math & Fine,Digital,and Performing Arts Job Portsmouth area,Ohio USA,Administrative/Clerical

Position: Academic Administrative Assistant I, Math & Fine, Digital, and Performing Arts
JOB PURPOSE STATEMENT

Under general direction and according to policies and procedure, the Academic Administrative Assistant I, Math, and Fine Digital and Performing Arts is responsible for providing a wide range of administrative support duties related to the needs of the College's faculty, Chairs and designated academic program staff, and supports the mission of the Institution. These duties include such tasks as composing and typing correspondence, developing and maintaining departmental files, authorizing routine expenditures, and assisting in monitoring departmental budget.

This position gathers and interprets information for complex reports, uses discretion and judgment when screening important visitors and phone calls, and plans and organizes work priorities.

FUNCTIONS

Provides a wide range of administrative support from basic to complex for full-time faculty, adjunct faculty, and designated academic program staff

Provides administrative support for the Chairs

Oversees office budget for academic areas including preparation and reconciliation of purchase orders, credit card purchases, and expense reports. Also prepares contracts for adjunct faculty members, student employees, and supplemental employees

DUTIES AND RESPONSIBILITIES

Provides a wide range of administrative support from basic to complex for full-time faculty, adjunct faculty, and designated academic program staff

Coordinates preparation for the start of the semester, including preparing classrooms for occupancy, making sure all equipment is in working order, working with IT to install/update essential computer programming/software on lab and instructor computers, collecting/maintaining course syllabi and uploading to FEITH, ordering textbooks, distributing rosters as requested, and assisting faculty in student registration into classes
Organizes and maintains copy/mail room, distributes mail and processes outgoing mail, prepares faculty mailboxes, email distribution lists, contact lists at the beginning of each semester
Orders supplies for classes, labs, and offices
Assists new faculty by preparing office space and arranging for computer and phone setup and keys
Assists faculty members with any projects as assigned, including department related travel, recommendation letters, and other correspondence, ordering instructional tools, troubleshooting equipment issues, and making copies
Cancels classes following department guidelines and posts class cancellations

Provides administrative support for the Chair

Assists department Chairs with course scheduling; distributing course offerings and collecting faculty preferences, coordinating scheduling of adjunct faculty, serving as a liaison between academic departments when handling scheduling challenges, formatting and submitting department schedules and staffing to faculty and registrar, and creating department office hours and class schedule spreadsheets
Prepares contracts for adjunct faculty, graduate assistants, and supplemental contracts for theater, music, gallery curator, kiln technician, etc.
Initiates and prepares forms for hiring internal and external Life Drawing/Figure models.
Initiates and prepares forms for hiring student assistants, workers, and support personnel.
Assists Math Chair with the operation of the Math Lab, including: recruiting and screening of student workers, developing student worker distribution list, creating and posting worker schedule, coordinating pay documents such as hire paperwork and timesheets, tracking attendance and coordinating replacement workers as needed, logging check-out and return of classroom equipment, maintaining lab library by ordering current classroom materials and books, and creating name badges for lab workers
Assists the FDPA Chair by overseeing student worker(s) in the department, including creating work schedules, coordinating payroll documents (request to hire, timesheets, tracking attendance, etc.)
Serves as the primary contact for the Department of Mathematical Sciences and the Department of Fine, Digital, and Performing Arts, which includes: answering and screening phone calls, greeting students, faculty, and staff appropriately, determining and recommending course of action with discretion and judgment using knowledge of University policies and procedures, working with Chairs in handling sensitive issues, providing program information to prospective students and parents, assigning faculty advisors according to program areas, and assisting with accommodations for…

Academic Administrative Assistant , Math & Fine, Digital, and Performing Arts