Program Assistant III

Title: Program Assistant III

VP Area: College of Arts and Sciences

Department: Arts & Sciences Dean's Office

Work Schedule: Fixed daytime hours Monday-Friday

Telework Availability: Hybrid Available

FLSA Status: Non-Exempt

Employee Classification: Regular full-time (staff 30+ hours)

Hours per week: 40

Months per year: 10

Off Months: June & July

The position develops and maintains strong professional relationships and works collaboratively with a variety of internal and external stakeholders. Performs a wide range of complex administrative and budgetary duties in support of the English, Sociology & Criminology and Women, Gender & Sexuality Studies department members. Will provide direction and support to other administrative support staff and student employees.

• 40% - Administrative Support
  • Performs a wide range of complex administrative duties requiring independent judgment and initiative on assignments that are sensitive in nature.
  • Perform complex word processing tasks such as merging and sorting, integrating text and graphics, and helping to generate direct mailings, forms, flyers, posters, and other documents.
  • Input course data in Banner, create spreadsheet with courses, run error reports, and make corrections when necessary.
  • Maintain up-to-date databases and email distribution lists for departments.
  • Keep the department websites up to date in collaboration with the Arts & Sciences Web Specialist and assist Chairs in maintaining social media accounts.
  • Manages correspondence for department operations.
  • Maintains professional and accurate physical and digital records including confidential reports and information.
  • Submits and monitors work orders for offices and department members Maintaining and ordering supplies for the offices and equipment.
  • Plan, advertise, set-up, monitor, and tear-down of departmental events and meetings.
  • Scheduling of appointments, calendars, meetings, travel and other events, including the procurement of logistical needs and posting on social media accounts.
• 30% - Budgetary Support
  • Prepare, audit, and process requisitions, expense reports, invoices, contracts and credit card statements.
  • Monitor, reconcile, and generate reports on department budgets including all restricted funds.
  • Uses spreadsheet and database software to create and maintain various budget and personnel records for each department.
  • Assist faculty with travel requests and expense reconciliations.
  • Monitor student employee hours/earnings to ensure compliance.
• 20% - Customer Service
  • Welcome and greet all visitors with pleasant and professional demeanor.
  • Respond and proactively assist with inquires on a multi-phone line system and email communication in a timely manner.
  • Proactively works to facilitate communication between visitors and employees.
  • Resolves complex and escalated issues.
  • Oversees and assigns work and special projects to student employees.

• Additional Duties as Assigned by the Department

Bachelor's Degree or Equivalent Experience

1 year

In lieu of the educational qualifications, candidates may qualify with equivalent professional experience at a ratio of one year of experience for each year of required education.

• Proficient in Microsoft Office, Excel, and Word.
• Proficient in English written and verbal communication skills.
• Excellent organizational skills.
• Demonstrated time management, punctuality, and priority setting skills.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality.
• Strong customer service skills.
• Ability and disposition to learn new computer programs as they emerge.
• Maintain composure in fast paced work environment.
• Demonstrated ability to manage competing priorities with frequent interruptions.

• Experience in higher education.
• Experience with social media platforms.
• Experience with Banner, Concur and/or EMS.

In-Office Presence
- Ability to work on-site in typical office setting and participate in in-person meetings with colleagues: 5 days/week

Standing/Sitting
- Ability to remain in a stationary position for a prolonged period: Often (50%-75% of time)

Walking
- Ability to move about on foot to accomplish tasks: Rarely (1%-49% of time)

Lifting/Carrying
- Ability to move or transport objects up to a specified weight (e.g., 50 pounds): Rarely (1%-49% of time)

Attention to Detail
- Ability to focus on detailed tasks for extended periods: Daily (>75% of time)

Problem-Solving
- Ability to identify and resolve issues effectively: Daily (>75% of time)

The budgeted salary range that the University reasonably expects to offer for this position: $20.77-$22/hour

Minimum Salary (Non-Exempt): 20.77

Midpoint Salary (Non-Exempt): 25.96

Maximum Salary (Non-Exempt): 31.15

Is this position eligible for relocation reimbursement?:
No

Is this position eligible for a signing bonus?:
No

At this time, the University has suspended all new H1B visa sponsor ships.