POSITION TITLE Academic Administrative Assistant - MSCS

JOB DESCRIPTION

POSITION TITLE Academic Administrative Assistant - MSCS

REPORTS TO: Department Chair

PRIMARY FUNCTION: Provide broad administrative assistance to the Department of Mathematics, Statistics, and Computer Science (MSCS).

AREAS OF RESPONSIBILITY:

1.  Manage department office

·  First contact person for the MSCS department: greet and assist students and visitors, answer phone and take messages, respond to email inquiries, communicate with other campus offices

·  Manage student workers: assist with hiring, communication, time entry system, and payroll

·  Reconcile accounts: credit cards, phone charges, reimbursements, department operating budget

·  General office management: order supplies; handle office correspondence; organize, maintain, and update department files and records; facilitate mail processes; operate and maintain office machines (e.g. copier, fax); manage requisition and record keeping for department keys

·  Manage public interface: update website, update tv screen information, send email, manage social media

2.  Support department chair and faculty in their work

·  Facilitate correspondence as requested

·  Type, edit, proofread, copy, scan, file and distribute documents when requested

·  Assist faculty in distribution of course materials (printed and online)

·  Provide administrative support to faculty involved in college-wide activities

·  Coordinate travel arrangements and reimbursements for faculty and department visitors

·  Assist faculty with some grant management (including credit card charges, reconciling budgets)

·  Assist department chair with administrative tasks such as confidential correspondence, faculty reviews and reappointments, tenure and promotion, certification of majors, class and lab schedules, summer placement system

·  Assist department chair and search committees with all phases of tenure-track and term faculty recruitment and hiring

·  Assist department chair with department records: collect data, calculate statistics, and prepare departmental reports; maintain teaching and student work schedules; assist with degree audits; update department information and brochures

3.  Events Coordinator

·  Organize, order and purchase supplies and refreshments; reserve rooms and equipment

·  Create and post flyers; post information to bulletin boards, web site, and tv screen; email students, faculty, and staff

·  Occasional supervision of events outside of normal working hours

4.  Assist with FNSM-wide activities

·  Work with other AAAs to coordinate Faculty of Natual Science and Mathematics (FNSM) activities

·  Assist FNSM Associate Dean as requested and approved by the department chair

SUPERVISORY RESPONSIBILITIES: Supervise student workers.

CONTACTS: Department Chair, faculty and staff, Associate Dean of Natural Science and Mathematics, student workers, students, prospective students, parents, alumni, and other community members

EDUCATION:

Essential: High School diploma

Desirable: Vocational school or college degree

EXPERIENCE:

Essential: 2 or more years of relevant office experience

Desirable: 2 or more years of experience in an academic setting

KNOWLEDGE, SKILLS, ABILITIES:

·  Excellent interpersonal, organizational, and problem solving skills

·  Computer literacy and familiarity with or willingness to learn word processing (e.g. Microsoft Word), spreadsheet management (e.g. Microsoft Excel), cloud or network based document management (e.g. Google docs and forms), database, and web page management

·  General ability and willingness to learn new software and operate on the network and in the cloud

·  Knowledge of or ability to learn web page management

·  Ability to follow directions, pay close attention to detail, prioritize, and multi-task

·  Ability to work in an autonomous environment

·  Proficiency in maintaining and organizing accurate records

·  Ability to maintain confidentiality

·  Competency in meeting short-term deadlines and working with frequent interruptions

PHYSICAL DEMANDS: Long periods working at a computer; must be able to do some lifting of boxes; must be able to get to offices within the department and around campus

WORKING ENVIRONMENT: Typical office environment

WORK SCHEDULE:

FTE: 0.92

Term: August 1 through June 30, 5 days per week; month of July, 1 day per week

Schedule: Monday-Friday, 7:30 a.m. – 4:30 p.m.

APPROVAL: Kristina Garrett, Professor of Mathematics and Department Chair

DATE: October 2016