Academic Administrative Assistant, Geology; Physics & Astronomy; Science, Technology & Society

Job Summary

The academic administrative assistant will provide a wide range of office management and administrative support for the Department of Geology, Physics and Astronomy, and Science, Technology and Society. The position will report to the chair of these departments. Frequent sound judgment and initiative are required, maintaining high professionalism and confidentiality of departmental materials. Both verbal and written communication are needed within the College and with outside individuals and agencies.

• Oversee the department’s office operations.
• Receive and respond to inquiries and welcome guests of the department.
• Distribute mail and packages, following appropriate safety and handling guidelines.
• Event coordination.
• Support faculty searches.
• Support faculty reviews and communications with the Provost Office.
• Arrange work orders with Facilities Services.
• Train and oversee student workers.
• Use a variety of software programs (Microsoft & Google Office Suites, Workday, Word Press) and common office technology.
• Support the various departments via office management and administrative duties.
• Oversee transactions and budgets for multiple unique college cost centers.
• Maintain a credit card account for all departmental purchases.
• Oversee/approve all departmental account transactions within Workday such as direct vendor payments, expense reports, and fund transfers.
• Oversee equipment and supplies ordering, including researching pricing and product availability.
• Work directly with vendors to acquire quotes and place orders.
• Provide support for the elected Division Chair if that individual is a member of a department supported by this position.
• Engage with internal organizations such as Communications, Davis Connects, College Advancement to support co‑curricular activities of students in the department.
• Work as part of a collaborative team of Academic Administrative Assistants.

• High school diploma or equivalent required.
• 3+ years of previous administrative professional experience.
• Excellent interpersonal, communication, and organizational skills with a high level of motivation and initiative.
• Attention to detail and accuracy are critical.
• Ability to handle confidential information tactfully.
• Commitment to support the academic mission and educational goals of the College and the departments/programs being supported.
• Strong business English, proofreading, and spelling skills.
• Must be able to work independently, exercise judgment and manage projects with minimal supervision.
• Highly developed computer skills including extensive experience using Microsoft and Google Office Suite, email and web applications, database applications, Word Press, image editing software (Adobe Photoshop), and a desire to learn new programs.
• Ability to make an impact through work as a member of a team and diverse community.

• Some post‑secondary education experience.
• Experience with web page creation and maintenance.

The physical demands and work environment characteristics described are representative of those that must be met by an employee to successfully perform essential functions. Reasonable accommodations may be made to enable individuals with disabilities. The role requires handling employee information, documents, and sensitive matters with care, professionalism, and respect for privacy. The position involves working with various timelines, quick turnaround, and responsiveness to urgent needs.

The employee will interact with members of the public and others in a variety of situations. Professional, respectful, and thoughtful demeanor is required. The position includes regular movement throughout office spaces, hallways, meeting rooms, and other campus locations. Daily work involves extended use of a computer, keyboard and mouse. Lifting up to 10 pounds regularly, occasionally up to 35 pounds.

Vision requirements include the ability to see clearly at close and far distances and to adjust focus as needed. The work environment is dynamic, moderate noise level with occasional louder sounds.