Administrative Assistant - Mathematics And Statistics

Position Summary:

The Department of Mathematics and Statistics is seeking a highly adaptable and welcoming Administrative Assistant to provide comprehensive support. This position will assist with a variety of administrative tasks to ensure the smooth operation of the department. A primary responsibility of this position is supporting students by assisting with departmental processes, responding to questions, and routing inquiries to appropriate university personnel. The role includes overseeing general office functions, providing support to faculty and staff, and responding to student and visitor inquiries.

Duties/Responsibilities:

General Office Support - 60%

• Serve as the primary point of contact for students, faculty, and visitors, providing excellent customer service and addressing a wide range of inquiries.
• Manage incoming communication, including emails, phone calls, and voicemails, ensuring efficient responses or routing to appropriate personnel.
• Support departmental programs and processes, including assisting students with enrollment and course placement queries.
• Collaborate with Program Manage to monitor and manage department resources, including office supplies and equipment, ensuring timely reordering and maintenance.
• Assist in coordinating department activities, such as student programs, rental programs, and other initiatives as needed.
• Maintain confidentiality of sensitive information and ensure compliance with department policies.
• Collaborates and provides administrative support to Program Manager and Academic Lab Coordinator as needed.
• Creates strong working relationships with student employees to provide customer service and share in day-to-day office responsibilities.

Administrative Assistance - 25%

• Provide administrative support to department leadership, faculty, and staff, including tasks such as data entry, file management, and scheduling.
• Help organize departmental events, including but not limited to: Math Seminars, Math Study Halls, Math Day, etc.
• Act as a liaison between the department and external partners, such as vendors and university offices.
• Assist with various departmental projects and initiatives assigned, allowing for flexibility based on evolving needs.
• Manage logistical tasks like space organization and resource allocation within the department.

Communications and Outreach - 10%

• Coordinate departmental communications, including website updates, social media content, general calendar and internal announcements.
• Develop and maintain relationships with alumni, university offices, and other key stakeholders.
• Update and maintain signage and public information within department spaces, ensuring clear and current messaging.

Other Duties as Assigned - 5%

• Contribute to various other tasks and projects that support the department's goals, adapting to new responsibilities as needed.

Required Qualifications

• Demonstrated experience in administrative or office support roles, particularly in a customer service-oriented environment.
• Excellent Microsoft Office Suite skills including Outlook, Power Point, Excel, Word, Share Point and Access as well as advanced internet research skills.
• Ability to work independently and as part of a team, demonstrating initiative and problem-solving skills to address issues as they arise.
• Adaptability to shifting priorities and the capacity to respond effectively to changing departmental needs and tasks.

Important Note: Successful applicants should ensure that their resumes clearly outline their relevant work experience and explicitly demonstrate how they meet all required qualifications.

Preferred Qualifications

• Experience working in a higher education environment, preferably within an academic department or student services setting.
• Familiarity with university systems such as Banner, Degree Works, or other student information systems, particularly for handling student records, enrollment, and course placement processes.
• Experience with website maintenance, social media management, or internal communication tools.
• Experience developing and maintaining relationships with alumni and external stakeholders, such as vendors, community partners, or university offices, to foster partnerships or manage departmental needs.