Office Professional IV

Job Title

Administrative Support Staff

Provide administrative support to include: plan, document, and monitor the department's budgets. Provide financial guidance to the Chair and Faculty regarding the status of accounts and approval of expenses. Prepare weekly, monthly, quarterly, and annual budget reports and reconciliation for the chair and others, as requested. Administer Office budget policies and procedures. Invoice customers and deposit revenue into appropriate accounts. Serve as Office Manager, to include: coordination of office calendar and deadlines, purchasing, inventory, and equipment maintenance.

Hire, train, and supervise student employees, if necessary. Determine best practices for the areas. Function as a customer relations specialist, to include: providing information about the department/area, advising students of enrollment and admission procedures, promoting programs to prospective students, and responding to non-routine written and verbal inquires. Ensure connectivity to all technical based services for all users by performing routine computer corrections, as directed;

remain knowledgeable of changes in technology and be familiar with program capabilities. Create and maintain department brochures and program materials. Be able to assist students. Provide administrative support to the Department Chair and Faculty/Staff to include: scheduling appointments, meeting rooms, and extracurricular use of classrooms, creating and distributing correspondence, making travel arrangements, and monitoring and assisting with special projects. Serve as the resource referral person in the Chair's absence.

Assist in coordinating on and off-campus events to include in-service, luncheons, receptions, etc.

Provide administrative support to the department/area to include: Order all office supplies for department/area and enter requisition through Banner. Create and/or update brochures/announcements and evaluations for various sponsored functions. Maintain & update mailing lists. Schedule appointments for the Department Chair. Type & distribute correspondence, handouts, reports, letters, memos, etc. Prepare payment requests. Collect data from various sources & compile information into reports.

Process room requests through Meeting & Conference Services in 25

LIVE. Assist with arrangements for various social & scholarly functions within the department/area. Greet & assist all in-person & telephone customers. Respond to routine inquiries; refer complex inquiries to the appropriate person. Fax information to external customers, as directed. Retrieve & respond to voice mail messages. Receive, prioritize, and route incoming mail. Annually update programs & list of degrees offered. Plan, document, & monitor fiscal year budgets & supplemental budgets of the department/area including general operations & foundation accounts.

General budget amendments & reconcile all disbursements & income transactions. Prepare monthly BPC reconciliation (credit card) for all faculty within the department/area. Provide financial guidance to the Chair/Director regarding the approval of expenses. Prepare weekly, monthly, quarterly, and/or annual budget report to the Chair/Director. Administer & enforce department budget policies & procedures. Identify process &/or problems. Monitor foundation accounts, coordinate scholarship awards, prepare award payment requests, and prepare award letters to students.

Schedule meetings and appointments for the chair and other faculty/staff as requested. Coordinate, schedule and/or prepare change requests for room assignments, class schedules, seminar and special events, including visiting faculty arrangements. Assist with preparation of internal & external review documents including materials for accreditation, and curriculum changes. Coordinate travel arrangements for faculty searches & monitor compliance. Prepare search files, distribute information to the search committee chair, and correspond with applicants.

Enter and adjust semester course enrollment and offerings as needed in Banner. Work with administrative assistant to ensure all faculty…