Department Assistant

Department Assistant

Reporting to the Department Administrator and in support of the Department Chair and other faculty with administrative positions, the Department Assistant supports the administration of all Department affairs; assists with managing graduate and undergraduate programs, course scheduling, coordinating departmental events, website maintenance, and general office management, including communication with the public, with undergraduate and graduate students, lecturers and faculty, as well as staff members and academic officials across the university. Some remote / work from home work is possible.

Applicants must submit both required application materials to be considered.

Responsibilities :

• Supports Director of Undergraduate Studies and BA preceptors in managing undergraduate programs; communicates with BA thesis writers and supports logistics for undergraduate alumni panels and thesis presentations.
• Provides current PhD students with clerical and institutional support; communicates routine departmental degree requirements and refers more complex requests to others; coordinates annual student reviews; schedules quarterly comprehensive exams; communicates with prospective applicants regarding the admissions process; assists with Prospective Students' Day and new student orientation, and other projects as needed.
• Provides clerical and logistical support to Department Administrator and Academic Affairs Coordinator in scheduling of almost 200 courses annually; coordinates course submission process with faculty; communicates with registrar; proofs schedule for accuracy; submits updates; makes routine updates to the College Catalog.
• Provides support for all department events from student town halls to endowed lecture series; liaises with speakers; books travel and accommodation when needed; works with caterers; does set-up and break-down of event rooms; coordinates video rental, recording, editing, and posting to website; other duties as assigned.
• Assists department staff, faculty, and students in organizing meetings by booking rooms and coordinating schedules.
• Assists Department Administrator in processing routine financial transactions; uses University financial systems to initiate honorarium payments for visitors and reimbursements for students; creates POs; uses GEMS system to submit expense reports.
• Assists with website maintenance and new initiatives including soliciting regular news items from faculty and students; works with department chair to develop departmental newsletter; updates department social media accounts.
• Serves as primary point of contact for students, faculty, and visitors to the department office. Triages email queries from the public and answers the main departmental phone.
• Provides general office support including ordering supplies; collects and sorts mail; supports use and maintenance of the department copier; maintains department listservs; circulates general event information to faculty and students, and makes sure the departmental lounge is well-stocked and in order.
• Performs special projects as assigned by the Chair and Department Administrator.
• Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiates the hiring process of students and staff for a unit, which includes the processing of payroll.
• Trains office staff on office procedures and compliance protocols. Coordinates special projects.
• Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Prepares and monitors the budget for a unit.
• Researches and analyzes data to create reports, and may create other reports for grants and contracts.
• Performs other related work as needed.

Competencies :

Communicate knowledge of the humanities field and the Humanities Division in general, and departmental regulations in particular, clearly and succinctly to an audience of humanities scholars and language experts.

Clear, concise communication in person and in writing.

Competently manage multiple, simultaneous projects.

Accurate and attentive to details while meeting deadlines.

Strong, proactive, and inclusive communication skills and practices.

Education, Experience or Certifications :

High school diploma required.

Bachelor's degree preferred.

Working in a higher education institution.

Background in office administration.

Familiar with organizing events.

Background with website maintenance.

Skilled with complex scheduling.

Proficiency in managing websites and using social media as a marketing and outreach tool.

Knowledge of MS Word, Excel, Power Point, standard e-mail, and internet applications.

Understand FERPA rules and requirements and maintain confidentiality in handling student information.

Working Conditions and Physical Requirements :

Some remote / work from home work is possible.

Office environment.

Lift and / or move up to 25 pounds.

Walk to other parts of campus.

Required Documents :

Resume / CV

Letter of Interest in this position

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.