Faculty Assistant​/Assistant to Chair

Overview

This position provides administrative support to a cluster of ladder rank faculty and other academic appointees, and/or one Department Chair in a large and complex academic School. Duties encompass instructional support, event/meeting planning, faculty/visitor coordination and general administrative service.

• Assist with course support including material preparation and ordering, maintaining course web sites, and e-grading.
• Handle travel support activities from reservations through reconciliation.
• Oversee facility management (liaison for custodial services, key control, conference rooms, work orders, etc.).
• Act as liaison between faculty members and other on- and off-campus organizations.
• Make comprehensive arrangements for visitors and faculty recruitments (invitations, hotel, travel, appointment scheduling, etc.).
• Manage a high volume of communications, requiring independent judgment and discretion.
• When serving as an Assistant to the Department Chair, coordinate recruitment travel, schedule meetings and applicable talks in collaboration with the Faculty Recruitment Committee and Department Chair.

Hybrid work schedule: must be able to work at least three days onsite; more days may be required during midterms, finals, and events.

• Demonstrated knowledge and ability to coordinate work within policies and procedures for administrative functions. Exercise diplomacy and mature judgment; manage multiple ongoing projects and set work priorities.
• Experience providing independent support under pressure with frequent interruptions and changing deadlines; ability to handle multiple tasks with attention to detail.
• Customer service oriented with excellent interpersonal skills; ability to communicate clearly via telephone, email and in person with a diverse group.
• Ability to resolve conflicts professionally and maintain positive relationships at and across organizational levels.
• Strong written and verbal communication; high attention to detail; experience editing technical or specialized documents for clarity and formatting.
• Proficiency with Windows OS, Microsoft Office (including Excel formulas and Word templates); ability to learn new software systems.
• Ability to independently schedule, arrange and coordinate seminars/meetings/special events with national and international participants; create/maintain marketing materials such as posters and flyers.
• Ability to arrange travel (foreign and domestic), research economical rates, and prepare travel-related forms for submission and reimbursement.
• Maintain confidentiality of student grades, financial information and other sensitive data as required by law and policy.
• Commitment to a collaborative work environment and community standards.

• Hybrid work schedule; at least three days onsite with potential for more during midterms, finals and events.
• Occasional overtime on evenings and weekends may be required.
• Occasional errands across campus.
• Work in proximity to research labs that may contain radioactive isotopes, lasers, and/or biohazardous materials.
• Job offer is contingent upon satisfactory background check clearance.

Annual Full Pay Range: $61,429 - $88,030 (will be prorated if appointment percentage is less than 100%)

Hourly Equivalent: $29.42 - $42.16

Factors in determining compensation include experience, skills, knowledge, abilities, education, licensure/certifications, and other business needs. The posted pay range may be broader depending on internal equity, budget, and applicable collective bargaining agreements.