POSITION OBJECTIVE
Working under occasional supervision, the Department Assistant 1 will provide administrative support to the Department of Anthropology. This position will report to and assist the Department Assistant 4 and the Department Chair in the department's day-to-day operations and will perform various clerical duties and typing assignments requiring speed and accuracy.
ESSENTIAL FUNCTIONS
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Facilitate dealing with others in the university relative to department work. Answer the main department telephone and assist with walk-in inquiries. Maintain office equipment, order departmental supplies in Smart Cart, maintain inventory, and track audiovisual equipment. Distribute department mail to professors, students and staff and sign for incoming packages. Administer card and key access to department for faculty, staff and students. Keep departmental procedure binder updated. (25%)
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Responsible for all communications concerning course offerings. Prepare new course proposals and changes in existing courses, including maintaining syllabi database. Produce a guide to the department¿s course offerings each semester. Update schedule of classes each semester and send reports to Dean¿s Office. Maintain historical course offering database for department. Maintain all department informational materials pertaining to both the undergraduate and graduate programs. Proofread and edit correspondence, reports, records, etc. as necessary. (10%)
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Process confidential information pertaining to departmental application files on prospective graduate students, keeping the department assistant 4 and department chair informed and forwarding materials to the School of Graduate Studies, including moderate work in Slate application system. Coordinate incoming graduate student applications, making sure all information has been received and is accessible for faculty review. Act as department contact for potential students trying to navigate the application process. Schedule meetings with faculty and prospective students. Assist in preparation of orientation materials for new students. (15%)
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Maintain department and affiliate websites including posting events and managing faculty sites, as per their request. Coordinate with UTech to maintain hardware and software in computer lab and for faculty members. (15%)
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Coordinate room requests and/or changes for events. Maintain calendar of department events and reserve rooms for meetings and events. Assist department assistant 4 with the planning of departmental functions including, but not limited to, creating and distributing announcements, coordinating catering, delivery and set up of refreshments and/or meals and travel plans. Working with department chair and department assistant, create program flyers/handouts and lecture flyers for posting and email distribution. (10%)
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Maintain all department informational materials pertaining to both the undergraduate and graduate programs. Maintain bulletin boards and displays, specifically world map of professors¿ research. Work with department chair and the faculty on marketing efforts for graduate programs. Create semi-annual newsletter. (10%)
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Assist department assistant 4 with travel reimbursements. Assist in preparation of receipt reconciliation (conversion rates, etc.) May provide clerical assistance to the department assistant 4. (10%)
NONESSENTIAL FUNCTIONS
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Enter Lambda Alpha membership fees from students. Run errands as needed for department (posting flyers, deliver to School of Graduate Studies or Registrar's Offices). (5%)
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Perform other duties as assigned. (<1%)
CONTACTS
Department: Frequent contact with faculty and staff to exchange information.
University: Moderate contact with other university areas, primarily in interactions with University Technology (UTech) as needed to resolve any computer or network-related issues in the department or computer lab. Moderate contact with the Registrar's Office as needed to address class scheduling. Moderate contact with the School of Graduate Studies regarding graduate applications or related matters.
External: Occasional contact with alumni through mailing of department newsletter or event invitations.
Students: Frequent contact with work-study students to exchange information.
SUPERVISORY RESPONSIBILITY
Occasional supervision of work-study students throughout the academic year when applicable for specific projects to assist the department assistant 4 if unavailable.
QUALIFICATIONS
Experience: 2 to 3 years of related administrative experience required, ideally in an academic environment.
Education: High school education required; some college preferred.
REQUIRED SKILLS
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Strong verbal, written and organizational skills including an ability to handle multiple tasks simultaneously and work with interruptions.
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Excellent written and oral communication skills, including spelling, grammar, and composition skills.
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High degree of professionalism, including punctuality and ability to maintain confidentiality.
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Good interpersonal skills.
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Ability to work independently.
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Experience with Microsoft EXCEL, Word, Adobe InDesign, and an HTML program such as Dreamweaver, WordPress, or the ability to learn these programs.
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Ability to learn new software programs and technologies as needed.
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Ability to meet consistent attendance.
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Ability to interact with colleagues, supervisors and customers face to face.
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Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
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Willingness to learn and work with artificial intelligence (AI) tools and technologies
WORKING CONDITIONS
Typical office environment. The employee will perform repetitive motion using computer mouse and keyboard to type. This position is eligible for the staff hybrid work program.
