"Administrative Assistant 2"

Job Summary

This position serves as the primary contact and coordinator for the office of the Department of History, Anthropology, and Philosophy. The duties include assisting the department chair, reconciling, monitoring, and reporting the department budget; serving as a point of contact with the Dean's Office regarding budget questions, coordinate purchasing, including holding a Pcard and managing Pcard transactions, assist with maintaining student records and entering department schedules into Banner; coordinate and manage department activities including faculty travel, communicate with and assist in advising students; manage front office, coordinate events planning, and supervise student assistant.

Responsibilities

The duties included, but are not limited to:

• ASSIST DEPARTMENT CHAIR: Maintain personnel files, schedule meetings/appointments; prepare correspondence; maintain office functionality, maintain timesheets with OneUSG; assist in communicating with faculty, staff, and students; assist with entering schedules into Banner; assist with the creation of marketing materials and other documents; process ePars for F and PT faculty; create, process, file personnel files for FT and PT faculty.
• BUDGET: Monitor and reconcile all budget accounts for all department accounts; monitor salary and fringe expenses; generate monthly budget reports for all department accounts; generate reports to provide to the Dean's Office, as requested; create projections and forecasts of annual expenses; assist chair in annual budget requests; serve as principle liaison to AU Foundation for our foundation accounts; generate check requests for reimbursements.
• COORDINATE & MANAGE DEPARTMENT ACTIVITIES: Coordinate travel arrangements and reimbursements for chair and department faculty; compile information for annual reports and other department reports; provide assistance to faculty ordering textbooks, making copies/scans, using university web systems, managing room assignments, proctoring exams; serve as principle liaison between faculty and other university administration and contacts/offices; provide backup for other faculty and staff.
• PURCHASING: Coordinate purchasing of departmental supplies, maintain supply closet, hold a P-Card and manage purchasing card activities for office expenses; assist faculty and chair with purchases of necessary instructional material.
• ASSIST STUDENTS: Assist and attend to new and continuing anthropology and history majors, and as necessary for those enrolled in departmental certificate programs (Health Humanities and Museum Studies) and minors (Philosophy, History, Anthropology); maintain student files, assist with graduation check lists; answer questions for students related to courses, faculty and campus; provide assistant to faculty and students during registration; assist chair in communications with majors.
• MANAGING FRONT OFFICE: Provide customer service to students, faculty, staff and community in person, via email, and on the phone; maintain information boards and screen outside of department; coordinate clerical tasks
• EVENT PLANNING & COORDINATION: Management of faculty, student, and public events, including the preparation of agendas; designing and developing presentations/handouts/slide decks; production of event marketing; organizing and coordinating room reservations and catering; setup and takedown for public or student events.
• DEPARTMENTAL WEB MAINTENANCE: Update and maintain departmental web presence for external-facing pages and for intranet.
• SUPERVISE STUDENT ASSISTANT: We plan to hire a student assistant this semester. The Admin will supervise the student assistant (20-25 hours a week) with duties in clerical areas, receptionist services, and other general office duties as needed.
• OTHER: Perform all other duties as assigned.

Required Qualifications

Associate degree from an accredited college or university in a related field and a minimum of four years of progressively responsible experience in administrative support positions.

OR

High School Diploma, GED, or equivalent from a State or Federal accrediting organization, and seven years of progressively responsible experience in administrative support positions.

Knowledge, Skills, & Abilities

KNOWLEDGE

Proficient in Microsoft Office, One USG and PeopleSoft and other computer software/databases; ability to learn necessary AU databases including Banner/Crystal.

SKILLS

Excellent verbal and written communication, interpersonal, and critical thinking skills.

ABILITIES

Ability to maintain a high degree of confidentiality

Must demonstrate initiative, organization, flexibility, and proven problem-solving abilities

Ability to work independently; prioritize and manage numerous functions/activities/tasks simultaneously; complete work and meet deadlines; exercise sound judgment; make responsible professional decisions.

Ability to professionally interact with university administration, faculty and students; apply discretion in all communications and actions to ensure professionalism at all times, including in stressful situations.

College/Department Information

The Katherine Reese Pamplin College of Arts, Humanities, and Social Sciences forms the heart of the liberal arts mission of Augusta University. We foster critical thinking about complex questions of the human experience; cultivate skills in written, verbal, and creative expression; promote active citizenship and community engagement; and prepare graduates for various careers in a quickly changing globalized environments. Our faculty and staff share a deep commitment to developing the intellectual potential of our students. We offer many undergraduate degrees as well as select graduate and minor programs that allow our students to gain the knowledge and skills that will transfer to career success. Explore opportunities for growth, including undergraduate research, study abroad, internships, and community service.