Administrative Assistant IV - Biology Department (1.0 FTE)

Wesleyan University, founded in 1831, is a diverse, energetic liberal arts community where critical thinking and practical idealism go hand in hand.

Position Details
Wesleyan’s Biology Department offers a broad range of courses that emphasize the process of scientific inquiry and current experimental approaches. Advances in molecular biology, epigenetics, and bioinformatics are leading to extraordinary new insights in every field, from evolution and ecology to development, cell biology, genetics/genomics, and neuroscience. These research areas are providing essential information as we address the urgent challenges of biodiversity conservation, global climate change, epidemiology, and human health and well-being. Biology is the heart of new ways of understanding ourselves as human beings in relation to other living things.

Reporting to the Chair of the Biology Department, the Administrative Assistant is responsible for providing administrative support to the faculty, staff and students in the department.

Responsibilities include:

• Provide support for faculty searches, tenure and promotion cases, colloquia and special projects as needed.
• Maintain confidential files for faculty, department, and programs.
• Assist with the preparation of reports; write correspondence and memorandums; create flyers, brochures, newsletters, etc.
• Attend departmental meetings and take minutes, maintain databases and generate reports and mailing lists, maintain calendars and organize meetings, manage correspondence and procedures, and greet and work with students, faculty, visitors, and other constituencies.
• Assist with the coordination and logistics for events (e.g., speakers and lecture series) including scheduling, publicity, room reservations, travel, and catering arrangements.
• Manage/reconcile departmental pcard; A/P vouchers, travel reimbursements, some payroll processing, and other financial transactions as needed.
• Assist in compiling course offerings using Curriculum Development System; liaison with departmental staff to manage cross-listings; edit material for course catalog and university publications.
• Assign advisors to student majors, update and maintain confidential student records.
• Manage biology graduate program application process using Slate; arrange graduate interviews (travel, schedules, etc.); track student progress working with Graduate Student Services. · Coordinate graduate seminar events.
• Manage and keep current departmental electronic file system which includes; listings of teaching assistant assignments; listing of departmental course projections; current course grid; Academic Forum documents; seminar grid; faculty committees listing; graduate student handbook; faculty sabbatical planning; university prizes.
• Update and maintain department website.
• Oversee student workers.
• Perform additional duties as assigned.

This position is in the secretarial/clerical bargaining unit. This position is full-time and works 35 hours per week for 52 weeks.


Minimum Qualifications
Associate Degree and four years related experience or an equivalent combination, of education, training and experience.

Demonstrated attention to detail.

Demonstrated expertise in Word, Excel and Email.

Previous experience using webpage management applications and document servers such as SharePoint.

Proven ability to manage multiple tasks and meet deadlines.

Demonstrated commitment to work within a diverse environment and interact collegially with individuals of different backgrounds.
Preferred Qualifications
Experience in higher education environment. Previous budget management and Slate experience.
Special Instructions to Applicants
The position is open until filled. For full consideration please apply by October 14, 2022, when first review of applications will begin.
Additional Information
All offers to external applicants are contingent on the candidate’s completion of apre-employment background check screeningand computer skills assessment to the satisfaction of Wesleyan University.

Wesleyan University requires proof of COVID -19vaccination andbooster(if eligible under CDC guidelines) or an approvedexemptionprior to first day of employment.

Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504, or any other non-discrimination policies should be directed to: Alison Williams, Vice President for Equity & Inclusion/ Title IX Officer, 860-685-3927, awilliams@wesleyan.edu.