This part-time position will have responsibilities of administrative office functions within the Department of Philosophy which includes communicating with students, faculty, staff and administrative offices; ensure functionality of office equipment and maintain office supply inventory; communicate with each department’s faculty on matters such as submission of syllabi, grades, textbook information etc; provides assistance to faculty and department chair during academic meetings. Serve as a resource to the Student Advisory Committee (SAC). Assist with faculty reviews, tenure and promotion reports; preserve confidentiality of faculty records and sensitive information (faculty evaluations, tenure reports, and other confidential documents). Oversee operating practices, recordkeeping systems, forms control, office layout, and personnel requirements. Maintain department budgets and financial recordkeeping; create and submit check requests, purchase orders, and online purchases as necessary. Assist with special projects and personnel, as appropriate to the program.

QUALIFICATIONS

• Associates degree, B.A./B.S. preferred. One to Three years of related experience.
• Must have some experience with bookkeeping, account management or experience submitting expense paperwork for payment
• Must be able to work well with students, faculty, staff and administration while providing great customer service for internal and external parties
• Possess good interpersonal communication skills, as well as strong oral and written communication skills
• Demonstrate good organizational, spelling and proofreading skills, be detail oriented, adaptable, flexible, and work with multiple interruptions
• Demonstrate the ability to maintain and be responsible for confidential information.
• May require some work in the evenings.

DAY-TO-DAY ADMINISTRATIVE RESPONSIBILITIES OF AN ACADEMIC OFFICE ADMINISTRATOR

• Maintain public spaces; coordinate office moves with Physical Plant, ITS, the faculty/staff involved, and others.
• Assist with ordering classroom, studio, lab, and other teaching materials, and provide faculty support for copying and scanning.
• Oversee operating practices, recordkeeping systems, forms control, office layout, and personnel requirements.
• Ensure functionality of office equipment and coordinate repairs, submit requests for building maintenance and hardware needs, and maintain office supply inventory.
• Maintain department/program calendar.
• Monitor College deadlines and changes in administrative procedures, and communicate them to faculty and staff.
• Collect and distribute mail, handle outgoing mail and packages.
• Hire, train, and supervise work-study students and other student employees, as appropriate to the program; approve student employee’s time punch, and/or report time to Payroll.
• Assist chair or program director with hiring, processing, and coordinating of graders, TAs, FRAPs and other specialized student positions.
• Schedule and organize meetings, special testing schedules, events; coordinate schedules; reserve meeting spaces using the Event Management System (EMS) or other appropriate software; arrange for event refreshments, communicate information, track RSVPs, and adhere to budget allowances.
• Function as liaison with other departments/programs/offices across campus, as well as outside vendors.
• Organize and facilitate communications for department/program meetings; make, disseminate, and file electronic meeting minutes.
• Assist with preparation of department or program marketing and communication materials, including brochures, posters, and handouts. Maintain department files, both digital and paper formats. Maintain confidentiality of protected and sensitive information. Monitor faculty files to ensure they are complete.
• Acquire and update skills in Microsoft Word, Excel, Canvas, Google and other systems.

OTHER RESPONSIBILITIES

• Provide support to the Provost Office or other offices in Academic Affairs, as needed.
• Develop content for department or program marketing and communications materials.
• Assist with special projects and personnel, as appropriate to the program. (Normally Level 1; May be Level 2 depending on the project or department.)
• Collect confidential student information for CORI checks, faculty background checks, and handling other confidential information.
• Provide specialized administrative support to committees outside the department or program.