Administrative Assistant

Duration: 4-month assignment
Work Environment: Fully onsite, supporting coverage for an FTE on leave

This short-term onsite position provides essential administrative support to the Graduate Program and Associate Department Head within the Department of Physics and Astronomy. The coordinator will serve as a primary point of contact for graduate students, faculty, and applicants, offering in-person assistance, phone and email communication, and day-to-day program support.

• Provide administrative support for all aspects of the graduate program.

• Conduct research and prepare reports on prospective and current graduate students.

• Respond to information requests and manage internal and external correspondence.

• Assist the Associate Head for Graduate Education with administrative tasks, communication, and program coordination.

• Draft routine and non-routine correspondence.

• Prepare, proofread, and edit documents as needed.

• Develop, implement, and improve operational processes that support graduate program activities, admissions, registration, and student progression.

• Plan and coordinate graduate student-related events.

• Manage room reservations, event setup, catering, and resource needs.

• Maintain graduate student records, mailing lists, databases, and program websites.

• Oversee documentation associated with admissions, registration, and ongoing student status.

• Serve as primary contact for the Graduate and Admissions Committees.

• Interface with the Graduate School regarding policies, procedures, and program updates.

• Assist students, faculty, and applicants with processes and inquiries.

• High School Diploma or GED required.

• Minimum of 3 years of administrative support experience.

• Excellent verbal and written communication skills.

• Strong organizational skills with the ability to balance multiple priorities, handle interruptions, and meet deadlines.

• Ability to maintain confidentiality and interpret policies and procedures.

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), internet applications, and general computer systems.

• Strong problem-solving skills with the ability to recommend or implement solutions.

• Experience drafting, proofreading, and editing professional documents.

• Ability to collaborate with individuals at all levels within and outside the organization.

• Preferred: Experience with Slate or familiarity with university administrative systems.