Senior Administrative Assistant-Computer Science (14978)

Summary/Objective

The Senior Administrative Assistant assists the Chair and the faculty of the Department of Computer Science by providing all of the unit's administrative functions. The position involves monitoring the Computer Science budget, preparing teaching schedules for the department, assembling materials for the hiring and review of all levels of faculty, part-time, and student employees, supervising student employees, supporting student recruitment and retention activities, carrying out event and programming logistics, providing information for faculty on relevant University policies and procedures, and ensuring the main office is well-maintained and functional for optimal Collaborative and program performance.

Essential Functions

1. Main Office Administration – Respond to walk-in and telephone inquiries about the department and its activities. Provide assistance to faculty members visitors in a timely and efficient manner. Maintain departmental supplies and ensure adequate supplies are available as needed. Manage mail and mailboxes for the department and its faculty. Maintain all office files to ensure accurate record keeping. Make and manage any maintenance requests and service requests to ensure that the office is fully operational. Oversee work-study and student assistants to ensure competent completion of tasks and coverage for the main office.
2. Budget and Personnel Management – Process all student and part-time employment paperwork and professional services agreements, ensuring proper procedures are followed. Process and submit all disbursement requests and travel expense reimbursements in a timely manner. Authorize and track expenditures to the administrative unit’s budgets, restricted accounts, and award/scholarship funds. Create and send monthly budget reports to the Chair. Assist the Chair with financial reports for the CAS Budget Office as needed. Serve as a liaison to the College of Arts and Sciences Budget Office and the Office of Human Resources.
3. Grants and Contracts – In cooperation with grant administrators, prepare paperwork and process orders, reimbursements and equipment requested by faculty, staff, and students authorized on grant accounts within the department. Keep accurate records of transactions to troubleshoot issues as they arise. Prepare hiring, payroll, and termination actions for part-time staff and students working on external grants.
4. Student Affairs – Maintain student records and assist in connecting students and prospective students to appropriate campus resources and faculty and staff advisors. Build familiarity with structures and requirements for each program in order to provide basic student advising, such as explaining checklists and program requirements. Process student paperwork for majors/minors. Manage clearances for students who are applying for graduation, in coordination with the program Directors and CAS Advising. Assist with student awards, competitions, and scholarships.
5. Events and Programming – Schedule all rooms and make catering arrangements for all events. In consultation with Chair and the CAS Budget Office, make travel arrangements and arrange honoraria for guest speakers. Manage the Collaborative calendar to ensure events are scheduled at appropriate times.

Essential Functions Continued

6. Communication – Monitor email accounts and list-servs. Oversee program newsletters and official communication materials. Represent the department to the AU community as well as to external organizations through telephone, email, and other professional communication. Oversee department bulletin boards and other on-campus marketing efforts. Oversee the department’s social media presence. Maintain the department’s web pages to ensure a well-planned, up-to-date site in consultation with the Chair and the CAS Webmaster.

7. Course Scheduling - Prepare and handle paperwork involved in course scheduling to ensure proper procedures are followed; resolve conflicts to ensure quick resolutions; proofread and submit catalog and schedule of classes copy in order to minimize errors. Prepare tuition and fee forms for all courses. Prepare and submit new course proposals to assist in the process.

8.Faculty Affairs - Work with the faculty team in the CAS Dean’s Office on all Payment Authorizations for teaching, appointment, reappointment, and promotion files for the department’s full-time and adjunct faculty members. Maintain application files for new faculty positions in order to have access to a wide pool of applicants; coordinate the application process to ensure proper procedures are followed; process all paperwork, including affirmative action tallies, in order to comply with Federal and State mandates.

9. Other- Other duties as assigned by the Chair of the Collaborative.

Work Environment

• The worker normally performs their job indoors in an office environment. Hiring offers for this position are contingent upon the successful completion of a background check.

Position Type/Expected Hours of Work

• Full time
• Non-exmept
• Specialist A

Required Education and Experience

• High school diploma or equivalent
• 3-5 Years Minimum of three years of relevant work experience required

Preferred Education and Experience

• Bachelor's Degree or equivalent education, training and experience
• Previous experience in maintaining a budget preferred.
• Experience with Doodle or other scheduling program preferred.

Additional Eligibility Qualifications

• Ability to manage the department office responsibly, compile and maintain documents with a high degree of accuracy.
• Ability to be flexible and able to work independently to troubleshoot any problems as they arise in the administrative unit.
• Ability to be comfortable contacting and working with a variety of administrators, staff, and faculty from across the campus.
• Excellent attention to detail, written and oral communication skills, as well as the ability to multitask required.
• Ability to review ones own and others work and information to ensure completeness and accuracy; carefully prepare for meetings and presentations; organize information or materials for others; follow up with others to ensure that agreements and commitments have been fulfilled; set up procedures to ensure high quality of work.
• 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.
• Skill using email, word processing, spreadsheet/ data analysis and presentation development software applications such as Microsoft Outlook, Word, Excel and PowerPoint while preparing briefings, reports and presentations.
• 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.
• Knowledge and familiarity with an academic administrative environment including the organizational and governance structure of major colleges and universities.
• Hiring offers for this position are contingent upon the successful completion of a background check

Benefits

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