"Chemistry Department Administrative Assistant"

Job Type: Full-time

Position Summary: The Administrative Assistant serves as the primary administrative support for the Department of Chemistry & Biochemistry (including Physics) within the College of Engineering & Science. This position supports approximately 100 undergraduate majors, 15 full-time faculty, a Storeroom Manager, and 10 adjunct or part-time instructors. Stationed in the department's standalone building, this role is the first point of contact for all visitors, students, and external guests, and plays a key role in maintaining smooth building operations. The Administrative Assistant ensures effective internal and external communications, facilitates departmental activities, supports faculty and academic programming, and assists with managing building-related issues by liaising with facilities and IT personnel.

Essential Duties and Responsibilities:

• Administrative Support to Department: Provide confidential and professional administrative support to the Department Chair, faculty, and staff. Prepare materials and documentation for departmental meetings, academic reviews, student advising, and accreditation-related processes. Coordinate administrative workflows for degree programs and ensure timely handling of academic and personnel-related documentation. Deliver high-quality service to internal stakeholders with a helpful, solutions-oriented approach. Provide administrative support for faculty recruitment processes, including scheduling interviews, coordinating travel, and preparing candidate materials. Support onboarding activities for new faculty, staff, and adjuncts to ensure a smooth integration into the department.
• Office and Department Operations: Manage daily office operations, including supply inventory and purchasing. Receive, sort, and distribute incoming and outgoing mail and packages. Interpret and apply university policies and procedures to ensure departmental compliance. Respond promptly and courteously to inquiries from students, faculty, and staff; refer complex or specialized concerns to appropriate university offices.
• Building Operations and Visitor Reception: Serve as the front-facing representative for all guests, students, and visitors to the Chemistry Building, offering a welcoming and professional environment. Provide wayfinding, general information, and referral support to students, guests, and delivery personnel. Monitor and report building maintenance, custodial, and IT issues; communicate effectively with university service departments to ensure prompt resolution. Maintain the professionalism and functionality of shared spaces such as the reception area, front office, and conference rooms.
• Communication and Scheduling: Coordinate departmental communications, including academic announcements, event notices, meeting updates, and urgent class-related alerts. Manage department calendar; schedule meetings and appointments; and prepare agendas and related materials as needed. Ensure the timely and professional dissemination of information to internal and external audiences. Keep Deans Office informed of events, issues, and important information.
• Data Management and Reporting: Collect, organize, and prepare data and reports for internal planning, accreditation, and Dean's Office requests. Support preparations for events, such as commencement and honors convocation. Maintain well-organized electronic and physical records in alignment with university records management policies.
• Event and Program Support: Assist in planning and executing departmental events, seminars, student recruitment visits, and College outreach initiatives. Coordinate logistics for hospitality needs including room setup, catering, and guest accommodations. Provide onsite support to ensure a smooth and welcoming event experience for all participants.
• Student-Centered Support and Referral: Serve as an accessible and supportive first point of contact for students with questions about courses, faculty availability, or departmental policies. Provide accurate information or connect students with appropriate faculty, staff, or campus resources to support their academic success and well-being.
• Other Duties as Assigned

Minimum Qualifications: Education - A college degree or four to eight years of work experience in a related field. Employment - Two years to five years (Equivalent combination of education and employment).

Preferred Qualifications: Experience in higher education, especially within academic departments supporting faculty and student services. Familiarity with university systems, such as Banner, Argos, or other student information and finance systems. Demonstrated ability to support faculty hiring and onboarding processes, including logistics coordination and communication. Experience handling basic event coordination, including catering, hospitality, and room setup. Comfort working in a STEM or laboratory-focused environment, with basic awareness of safety and operational needs in such settings. Understanding of FERPA regulations and student data privacy practices. Commitment to and experience in creating a welcoming, inclusive, and student-centered environment.

Knowledge, Skills, and Abilities: Strong interpersonal and communication skills; ability to interact professionally with faculty, staff, students, and external visitors. Demonstrated organizational skills and the ability to manage multiple priorities with attention to detail and accuracy. Proficiency in office software, including Microsoft Office Suite (Word, Excel, Outlook), Google Workspace (Docs, Sheets, Forms), and PDF tools. Experience with scheduling and calendar management, including setting up meetings and coordinating logistics. Ability to exercise discretion and maintain confidentiality, particularly when handling personnel, academic, or student-related information. Comfort in serving as the first point of contact in a front-desk or visitor-facing role.

Physical Requirements: Job may require lifting light weight objects (1 to 10 pounds) with no repetitive bending or stooping. Occasionally lift average weight objects (1 to 10 pounds).

Work Environment: Regular exposure to favorable conditions such as those found in a normal office.

Salary/Pay Information: $24.1931 Hourly

Anticipated Schedule: Monday to Friday 8:00 AM to 5:00 PM

To apply, visit https://recruiting.paylocity.com/Recruiting/Jobs/Details/3350208