Administrative Assistant - USA Jobs : Job Details

The Administrative Assistant provides administrative support to the department, its faculty, staff, and students. This position ensures smooth day-to-day departmental academic and research operations through efficient and effective coordination of administrative functions, departmental events, financial processes, academic support, and student services.

Duties/Responsibilities

Manage calendars for the department and supervisor

Maintain department directory, office assignments, and faculty files

Process key requests and manage computer lab key inventory

Submit and track maintenance and facilities work orders

Order and maintain office, classroom, and lab supplies

Facilitate travel arrangements for faculty, staff, students, and visitors

Schedule room assignments for GTAs/GRAs each semester

Assist with TimeClock PLUS timekeeping system

Create and update course schedules using Excel and coordinate submissions with the Chair

Coordinate textbook orders with the bookstore and maintain textbook adoption lists

Provide administrative assistance to faculty and students on class- and university-related issues

Support the Chair with preparation of semesterly reports and special projects

Enter, update, and monitor approval of ePAFs and eLabor Reports for faculty, staff, and students

Determine summer salaries for faculty paid from research funds

Assist with preparation, setup, and logistics for department events and faculty meetings

Maintain part-time instructor files, credentials, and nomination forms

Supervise and approve work of the Staff Assistant and Student Office Assistants

Organize, attend, and record minutes at departmental meetings

Maintain and manage departmental files and documents on shared servers

Manage departmental operating budget; reconcile with Banner

Distribute and explain monthly budget statements to faculty/Principal Investigators

Perform budget analyses and forecasts for department accounts

Prepare financial documents and reports for submission to the Board of Trustees

Plan and coordinate visits for seminar speakers, visiting scientists, and faculty candidates

Organize and manage new graduate student orientation and related communication

Assist Chair with updates to undergraduate and graduate curricula and academic catalogs

Prepare presentation materials for orientation and departmental meetings

Serve as liaison to students, parents, faculty, and staff for HR, travel, payroll, and purchasing

Prepare and manage Graduate Research and Teaching Assistant (GTA/GRA) contracts

Coordinate dissertation/thesis approval cycles and GTA credential forms

Support scheduling of graduate student exams and milestones (prelims, qualifying exams)

Analyze graduate programs of study and assist in scheduling courses and submitting academic forms (e.g., M.S., Ph.D., JUMP programs)

Track and submit changes to program of study and exam notifications/reports

Perform other duties as assigned

Minimum Requirements

Bachelors degree, 3-5 years full-time verifiable relevant administrative work experience or an equivalent combination of education and years of experience

Proficiency in Microsoft Office

Ability to read and interpret budget statements

Ability to utilize Google Drive file system

Excellent communication and interpersonal skills

Ability to manage multiple concurrent tasks

Strong interpersonal skills

Excellent verbal and written communication skills

Desired Qualifications

Bachelor's degree is preferred

Experience in an academic environment

Proficiency with Banner, Argos, Degree Works

Salary: $40,000 - $45,000

Qualified candidates must utilize the provided link to complete and submit a university employment application for consideration.