Academic Assistant, Chemistry

Pennsylvania, United States
Salary Not specified
Jul 08, 2021
Employment Level
Employment Type
Full Time

Academic Assistant, Chemistry

Job No: 496762
Position Type: full-time
Location: Lewisburg, PA
Categories: Other, Clerical / Support, Academic Affairs

The Academic Assistant provides essential support to faculty in the Chemistry Department. This position is responsible for broad oversight in administering the department including clerical, student support, and faculty coordination duties including events and special projects. May perform duties of a sensitive and confidential nature. This position reports to the faculty Department Chair and works under the coordination of the Lead Academic Assistant. May supervise student workers.

Job Duties:
-Provides administrative support overseeing daily operations of the department including purchasing office supplies and maintaining inventory, picking up and distributing mail, maintaining confidential records, assembling course materials, modifying course schedules and catalog information, and arranging production of brochures, posters, and other materials. Serves as the main point of contact in the department for constituents both internal and external to the University; communicates with these constituents following relevant policies and procedures. Demonstrates exceptional customer service skills such as tact, professionalism, teamwork and friendliness. Serves as a resource for students, faculty, and staff and interfaces with other University offices including Finance, Events Management, Catering, Admissions, Registrar, Advancement, etc.

-Coordinates special events for the department including symposia, conferences, and field trips. May coordinate student and guest speaker travel, accommodations, and payment. Coordinates scheduling, preparation, publicity, setup and logistics for these events/functions.

-Assists the department chair in administering the department's budget, including monitoring and tracking expenses and payments, budget reconciliation, assisting with developing budget projections, and collecting information for budget development. Ensures accuracy and compliance with approved budget. Processes vendor invoices.

-Coordinates and submits payroll information for students and assistants working for the department. May proctor student course evaluations. Assists with faculty orientation and coordinates office set up. Assists with tenure reviews (and others as necessary to department and college) including, but not limited to, coordination of student and DRC comments. Provides administrative support for faculty recruitment search procedures including coordination with Human Resources, travel arrangements, and schedules for interviews. Supports accreditation and assessment reviews.

-Plans own workload, prioritizing key tasks, and ensures the appropriate allocation of time and effort to proactively achieve the required results while working independently. Performs all duties and responsibilities using current processes, applications, and technology. Completes online or in-person training and workshops for professional development, enrichment, or to enhance job performance.

Department Specific Duties:
-Coordinates application process and payroll records for approximately 30 summer research students whose stipends are paid from various research grants and department budgets. Maintains department calendar of meetings, lectures, interviews, and other events. Attends department meetings and prepares and distributes minutes. Monitors gift records and assists with correspondence with donors. Coordinates the department tradition of an annual alumni breakfast in conjunction with Reunion Weekend.

Minimum Qualifications:
-High school diploma/GED and two to three years of administrative/office experience
-Computer and software knowledge including word processing, spreadsheet, email and calendaring applications
-Strong written and verbal communication skills
-Exceptional customer service skills, strong attention to detail and ability to prioritize deadlines and successfully manage multiple priorities
-Ability to handle sensitive confidential information in a responsible and appropriate manner
-Proactive approach to projects, problem solving, communication needs, and planning
-Must be able to work independently as well as in a team environment
-Demonstrated ability to positively interact with a wide range of individuals and a commitment to diversity and inclusiveness
-Ability to adapt to the ever-changing needs of an educational environment (new technology, policies, personnel, procedures, etc) including the willingness to develop and apply new skills

Physical Demands:
-Ability to lift and carry up to 25 lbs
-Must be able to remain in a stationary position for extended periods of time.Sit at computer and use mouse and keyboard for long periods of time.
-Must be able to move about the office to access file cabinets and office machinery such as copiers and printers.
-Work in a demanding environment with multiple competing deadlines and frequent interruptions.

Work Type:
Full-time, 35 hours per week.

To apply, visit