The Senior Administrative Assistant of the Department of Philosophy
and Religion assists the Department Chair and faculty in all
departmental administrative functions. The position monitors the
department's budgets, prepares materials for hiring and review of
all levels of faculty and student employees, oversees event
logistics, supports student recruitment and retention, maintains
the departmental website, and ensures the Department's office is
well maintained and functional for optimal department
Position Type/Expected Hours of Work
- Budget, Grants, and Personnel Support - 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
department’s budgets, restricted accounts, and award/scholarship
funds. Create and submit purchase requisitions and invoices for
payment. Create and present monthly budget reports to the
department chair. Assist the Chair with financial reports for the
CAS Budget Office. Work with department principal investigators and
the CAS Grants and Contracts Administration Team to accurately
track and process expenses on all externally-funded projects within
the Department of Philosophy and Religion, ensuring grant funds are
used appropriately and in a timely manner. Serve as a liaison to
the College of Arts and Sciences Budget Office, the CAS Grants and
Contracts Team, and the Office of Human Resources.
- Student Affairs - Maintain student records and undergraduate
and graduate handbooks, and assist in connecting students and
prospective students to appropriate campus resources and faculty
and staff advisors. Provide logistic support to departmental
student recruitment and retention activities in coordination with
faculty and department chairs. Schedule, organize and advertise
academic and programmatic events.
- Faculty Affairs - Work with the Faculty Coordinator in the
College of Arts and Sciences on all Payment Authorizations for
teaching, appointment, reappointment, and promotion files for the
department’s full-time and adjunct faculty members. Collect faculty
annual reports to ensure accurate documentation of activities.
- Event Logistical Support – Work with faculty and students to
plan departmental events, schedule venues, create and distribute
appropriate advertising materials, pay vendors and guest speakers,
and facilitate the successful execution of event logistics on the
day of the event.
- 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
and submit new course proposals to assist the chair and faculty
with the process.
- Other duties as assigned.
Required Education and Experience
- Full time
- Specialist A
Preferred Education and Experience
- H.S. Diploma or equivalent education, training and
- 2-4 Years of relevant work experience required
Additional Eligibility Qualifications
- Bachelor's Degree or equivalent education, training and
- Previous experience in maintaining a budget preferred.
- Must be able to manage a departmental office responsibly,
compile and maintain documents with a high degree of accuracy, and
possess the ability to handle many tasks simultaneously.
- All employment offers are contingent upon the successful
completion of a background check. Required
- 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 an 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 leveraging technology as a tool to research, organize,
evaluate, and communicate information; ability to use digital
technologies (e.g., computers, tablets, mobile devices, etc.),
communication/networking tools, and social networks appropriately
to access, manage, integrate, evaluate, and create information and
solve work or business problems.
- 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
- 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.
- 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 on successful
completion of a background check.
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