Senior Administrative Assistant (1631)

Summary/Objective

This position provides administrative support and services to the History Department Chair, primarily relating to budgetary and financial questions, course scheduling, and general administration, including supervision of part time student employees. This position requires minimal supervision and often works independently.

Essential Functions

• Budget - Oversee the department budget in consultation with the chair. Track expenses and deposits to ensure accounts balance. Prepare and submit purchase requisitions and disbursement requests to ensure timely payment to vendors/contractors, faculty, and students. Complete fiscal close review of all accounts to ensure accuracy. Prepare hiring, payroll, and termination actions for departmental part-time staff and students as needed.
• Main Office Administration – Oversee the general operation of the History Dept. main office, ensuring adequate coverage for the office during work hours. Delegate administrative tasks to the administrative assistant and part-time student workers as needed. Maintain a friendly and efficient office environment for faculty, students, and visitors to ensure prompt and attentive service. Advise students and faculty about university and departmental regulations.
• Course Scheduling – Work with the Administrative Assistant under the direction of the Department Chair to schedule each semester’s courses, ensuring that courses are assigned to the appropriate time, faculty member, and course enrollment caps. Manage changes to the schedule as needed.
• Events – Coordinate all departmental events and oversee the Administrative Assistant's work for all event planning and prep (guest lectures, internal departmental programs, and job searches).
• Faculty Affairs - Process adjunct appointment and reappointment paperwork. Respond to adjunct and full time faculty queries.
• Other duties requested and assigned by the Chair of the Dept.

Position Type/Expected Hours of Work

• Full time
• Non-exempt
• Specialist A

Required Education and Experience

• H.S. Diploma or equivalent education, training and experience
• 3-5 Years of relevant experience or an equivalent combination of education and experience that demonstrates the necessary skills and abilities required for the position.

Preferred Education and Experience

• Bachelor's Degree or equivalent education, training and experience

Additional Eligibility Qualifications

• Knowledge of university and departmental policies preferred
• Must be able to manage a departmental office responsibly, work independently, compile and maintain documents with a high degree of accuracy, and possess the ability to handle many tasks simultaneously.
• Excellent computer skills including spreadsheet, database programs, and advanced word-processing skills required
• Excellent written and oral communication skills preferred
• Academic Administrative Environment: Knowledge and familiarity with an academic administrative environment including the organizational and governance structure of major colleges and universities.
• Microsoft Excel Basic proficiency: the user is able to enter and maintain data; has the ability to do subtractions, multiplications and division; and use basic formulas such as SUM, AVERAGE, COUNT NUMBERS, MAX and MIN. The user can apply these functions in formulas within worksheets.
• Oral Communication skills: Organizing and expressing thoughts and information orally in a clear, concise manner, meeting the requirements of the audience. Engages in active listening while seeking and accepting feedback in anon-defensive manner. Readily shares pertinent knowledge and information to co-workers and customers. Demonstrates effective listening skills and asks questions; offers input for positive results.
• Thoroughness: Ability to review ones own and others work and information to ensure completeness and accuracy; carefully preparing for meetings and presentations; organizes information or materials for others; following up with others to ensure that agreements and commitments have been fulfilled; sets up procedures to ensure high quality of work.
• Written Communication skills: Expressing oneself clearly and concisely, using language with precision; constructing logical arguments; accurate note-taking, editing and summarizing; and writing reports or correspondence free of spelling and grammatical errors.
• All hiring offers are contingent upon the successful completion of a background check

Benefits

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