"Academic Administrative Assistant"

Job Description

This non-exempt staff position reports to the Chair of Management and Marketing in an academic department by insuring all aspects of the department run smoothly, providing general organizational skills, ability to operate and stay current on the use of various APSU software programs such as Oracle, Banner, Coursedog, Syrtral, and Argos supporting the chair and the department as needed. They will implement time saving strategies for recurring deadlines, insuring the most current, accurate information is available to the Chair. This position is often the first point of contact for students and recruits. Under the Chair's discretion, this position may assist faculty who are assigned specific tasks.

Primary Duties and Responsibilities

• Greet visitors and assist as necessary, answer incoming calls and emails, respond to inquiries or transfer calls to the appropriate person. Pick up and distribution of mail and packages.
• Process requisitions, payment authorizations, purchase supplies for the office, classrooms, labs/studio/building or other needs as arise in the department. Complete textbook requisitions for the bookstore each semester.
• Payroll forms both paper & electronic, complete student hiring forms etc., temporary hiring documents, faculty hiring documents, and interview arrangements.
• Process travel authorizations, travel claims, study abroad documents, purchase airline tickets, make hotel reservations, reserve cars, process conference registrations, request and distribute funds in advance for faculty, students, and the Chair.
• Assist Chair with scholarship awards, department awards, college awards, scheduling student seminars, arranging for speakers, recruitment events and letters, alumni events and letters. Maintain files for the department office. Catalog course syllabi, student evaluations, work orders, key requests, and swipe card access.
• Provide support for office equipment. Maintain departmental web page and calendar.
• Utilize Chair guidelines, enter permits, assign advisors, workload (TLC) changes, class schedule entry in coursedog, review and correct bulletins. Supervise and assign work to scholarship and work study students.
• Prepare classroom usage, DFW reports, enrollment, RTP document signatures, curriculum proposals, TLC reports, and other department-specific reports.
• Assist the Chair in monitoring budgets to include monthly reconciliation with Banner.
• Complete Dual-service contracts, personal service agreements, and other standard contracts for the Chair's review and signature.
• Assist with accreditation correspondence and accreditation paperwork as directed by the chair.
• Other duties as assigned.

Knowledge, Skills, and Abilities

• Ability to efficiently operate a personal computer and associated software. (Outlook, Word, Excel, etc.)
• Ability to communicate effectively and appropriately.
• Ability to maintain confidentiality of records and information.
• Ability to interact in an effective and appropriate manner with all students, faculty, and staff, the University community, and the public.
• Ability to detect and correct grammatical and spelling errors in written correspondence.
• Ability to handle multiple tasks simultaneously.

Physical Requirements

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Moderate walking and climbing is required (walking to post office, cashier's office, other buildings' conference rooms for meetings).