Administrative Assistant I, PSLGS and Soc & Crim Depts

GENERAL STATEMENT OF DUTIES:

The Administrative Assistant I provides general administrative support to the Chairs and faculty of the Department of Political Science, Law, & Global Studies (PSLGS) and the Department of Sociology & Criminology. The position is supervised and evaluated by the Chair of the Department of Political Science, Law, & Global Studies; the Chair of the Department of Sociology & Criminology; and the Dean of the College of Education and Social & Behavioral Sciences.

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

• Provide administrative support to the Chairs of the Department of Political Science, Law, and Global Studies and the Department of Sociology & Criminology.
• Manage departmental budgets by tracking expenditures in Excel spreadsheet.
• Manage extensive files related to the departments, services, and personnel.
• Maintain a high level of confidentiality associated with the sensitive nature of duties and responsibilities of the Department Chairs.
• Assist Department Chairs with annual personnel actions for full-time faculty.
• Coordinate and schedule Chairs' classroom observations of full-time faculty and visiting lecturers.
• Assist Chairs with academic scheduling for upcoming academic year.
• Submit updates to department website through IT department liaison and SharePoint site content.
• Support search committees with the hiring process for full-time day division faculty.
• Assist the Department Chairs and faculty with annual events.
• Purchase office supplies and academic and teaching supplies using Banner.
• Manage and assist with distribution and collection of student evaluations (SIR Reports).
• Prepare and manage contracts/hiring paperwork for contractors.
• Process travel paperwork for faculty, including creating encumbrances in Banner.
• Responsible for logging attendance for faculty and work-study students.
• Provide onboarding assistance for new faculty.
• Maintain office equipment, such as copiers and printers.
• Photocopy for faculty as needed.
• Interview, hire, and supervise work-study students.
• Create and maintain faculty mailboxes, update faculty directory, and distribute mail and packages.
• Perform other duties and special projects as needed.

MINIMUM QUALIFICATIONS:

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management... (B) any equivalent combination of the required experience and the substitutions below.

PREFERRED QUALIFICATIONS:

• Knowledge of Banner.
• Knowledge of Microsoft Excel, Outlook, and Word.
• Strong writing skills.
• Ability to handle multiple tasks at once.
• Ability to communicate effectively.
• Ability to remain calm and professional in a busy work environment.
• Candidates who are bilingual in English and Spanish or English and Portuguese are strongly encouraged to apply.