Department Support & Partnership
• Serve as the primary administrative support professional for assigned academic departments within the college. • Develop and maintain effective working relationships with department heads, faculty, staff, and students to support departmental goals and daily operations.
- Coordinate departmental administrative activities, projects, events, communications, purchasing, and reporting requirements.
- Anticipate departmental needs and proactively identify solutions that promote efficient operations and exceptional service.
- Collaborate with other Department Assistants to ensure consistent support and coverage across the college's academic departments.
- Contribute to college-wide initiatives, events, and operational priorities as part of a collaborative administrative team.
Academic & Executive Support
- Faculty Awards: Oversee the comprehensive external faculty award nomination and submission processes for faculty within assigned departments.
- Research Proposals: Assist faculty in assigned departments with large-scale research proposals, ensuring precise organization, collection of diverse materials, and meticulous proofreading.
- Advisory Boards: Interface directly with departmental advisory boards and college stakeholders, managing meeting arrangements and logistical requirements for assigned departments.
- Visitor Logistics: Coordinate, create, and distribute detailed itineraries for guest lecturers, campus visitors, and employment candidates visiting assigned departments.
- Travel & Expense Support: Assist faculty and staff within assigned departments with travel arrangements and expense reporting.
- Representation: Attend professional conferences, recruitment events, and college functions to support assigned departments and college initiatives.
Event Planning & Institutional Stewardship
- Event Collaboration: Partner with internal teams to coordinate departmental and college functions, ensuring successful execution of activities that support assigned departments and the college mission.
- Lecture Receptions: Plan and coordinate formal receptions for distinguished lecturers and academic seminars.
- Promotional Materials: Design, create, and distribute event flyers and official announcements.
- Fiscal Responsibility: Manage purchasing, vendor tracking, and budget compliance for assigned departmental events and operations with a high degree of accuracy.
- Advancement & Donor Relations: Interface regularly with Advancement and Stewardship teams to maintain accurate benefactor information.
- Data Management: Collect data and develop presentations in collaboration with Institutional Research for institutional rankings, faculty committee elections, and related reports.
Office Operations & Communications
- Dean’s Suite Management: Manage and purchase office supplies and day-to-day necessities for the dean’s suite to ensure efficient operations.
- Communications: Manage and update departmental websites, contribute to college communications, and draft professional correspondence supporting assigned departments.
- Facilities & Inventory: Maintain departmental and college marketing materials, inventories, and signage related to assigned departments.
- Environment Beautification: Maintain the visual standards of college entrances, signage, awards, recognition displays, and plaques.
Minimum Qualifications
- Adaptability & Resilience: Demonstrated ability to remain collaborative, flexible, and solution-oriented during periods of increased workload or organizational change.
- Interpersonal Skills: Proven capability to interface effectively and maintain professional composure with challenging personalities and high-level stakeholders under tight deadlines.
- Administrative Competence: Exceptional organizational skills, strict attention to detail, and a proven track record of independent problem-solving and follow-through.
- Team Orientation: A strong commitment to collaborative teamwork and supporting colleagues within a professional office environment.
- Bachelor’s Degree or 3 years’ progressively responsible experience.
Additional Statement
The College consists of eight academic departments. Each Department Assistant II is assigned responsibility for supporting designated department(s) and is expected to work collaboratively with peers to advance both departmental objectives and the broader mission of the college
