"Natural Sciences Hub Office Assistant"

About the Position

The Natural Sciences Hub Office Assistant will serve as the first point of contact for individuals seeking service from the departmental office, whether by walk-in, real-time telephone inquiry, telephone messaging system inquiry, email inquiry, or departmental webpage inquiry. A decision in each case will be made to optimize service. This may involve direct action, referral to the Natural Sciences Hub Analyst or Office Manager, referral to the appropriate department chair or faculty member, or referral to another university office.

When not directly involved with inquiries, the individual will help with tasks surrounding student assistance and course delivery and assist with overflow work as needed by the Natural Sciences Hub Analyst and Office Manager. This requires significant multi-tasking.

Responsibilities

Public Services

• Prioritization and action on flow of information coming into office; walk-in, real-time telephone inquiry, telephone messaging system, e-mail inquiries, and departmental website inquiries.
• Ensure timely and sensitive responses, including answering telephone inquiries promptly, prioritizing overlapping inquiries, and minimizing hold times. Check telephone messaging system every morning and after breaks, and check email and webpage inquiries daily.

Student Services

• Manage add/drop and other student departmental forms.
• Coordinate flow of information between office and College of Science Advising Center.
• Maintain supply of departmental handouts on major curricula and programs.
• Issue building passes.
• Access University databases for student information.
• Coordinate communication to faculty and students regarding job postings, internships, and events.

Faculty Services

• Support course delivery with direction from faculty and teaching associates.
• Post office hours to website and college office each academic term.
• Maintain course syllabi archives in electronic format.
• Coordinate information on student course evaluations.
• Transmit evaluation summaries to faculty and teaching associates.
• Contact textbook representatives for desk copy orders.
• Manage textbook orders between faculty and bookstore to meet deadlines.
• Manage and fulfill copying orders, including security for examination copies.
• Assist with posting departmental notices and updates.

Hub Office Support

• Work under the direction of the Analyst and Office Manager to prioritize tasks.
• Monitor and order office supplies.
• Pick up and distribute daily departmental mail.
• Generate department flyers for seminars and course advertising.
• Order supplies and equipment from faculty grants and departmental funds.
• Maintain orderliness in office area.
• Monitor Hub supply of photocopy paper and assist with printer issues.
• Assist with coordination of faculty office moves.
• File work orders and service desk tickets.
• Coordinate special projects, such as faculty meetings and events.
• Provide administrative support to departmental Graduate Coordinators.
• E-file important documents and records.
• Update photographs on departmental webpages.
• Respond to instructional and research laboratory emergencies.

Minimum Qualifications

• Fundamental written and oral communication skills, including English grammar, spelling, and punctuation.
• Understanding of standard office procedures.
• Ability to operate standard office equipment.
• Ability to learn office technology systems.
• Ability to perform basic mathematical calculations.
• Typing and keyboard skills.
• Obtained through completion of a high school program or equivalent and some office experience.

Required Qualifications

• Excellent skills with PC Office software, e-mail, and Cascade webpage software.
• Basic knowledge of fiscal management, accounting, bookkeeping, and filing.
• Willingness to train in PeopleSoft, Pioneer Data, Data Warehouse, and Singularity.
• Experience with basic office equipment.
• Ability to lift/carry up to 25 pounds.
• Ability to stay current with regulations and policies.
• Ability to learn department degree programs.
• Familiarity with multi-tasking and organizational skills.
• Good judgment for resolving inquiries.
• Ability to maintain a safe work environment.
• Ability to cultivate a positive work environment.

Salary and Benefits

Starting salary anticipated in the range of $3,680.00 per month to $4,548.00 per month, depending on qualifications and experience. Benefits include medical, dental, vision, retirement, and more. Visit our benefits website for details. This position may be eligible for hybrid telecommute.

Classification

Administrative Support Assistant II