The Administrative Assistant should be able to carry out all of the duties listed below as professionally and efficiently as possible. The Administrative Assistant should be knowledgeable and productive, and show initiative, flexibility, and enthusiasm about the needs of the department. He/she should also have good relationship skills while working with the faculty, staff, and students. The Administrative Assistant should be able to keep the department operational and functional at all times.
1. Assist Department Chair with some of his/her duties.
a) Prepare Personnel Action forms for student workers;
b) Approve staff and student timesheets on banner;
c) Help to prepare the Annual ACS Report for the department by typing the necessary forms, prepare a list of the current graduates and their addresses and keep a current and accurate list of all chemistry faculty (past and present);
d) Make sure that all student evaluations, etc. are picked up and distributed to faculty as soon as notified; and
e) Make and keep up with reservations made for meetings in meeting rooms.
2. Keep all office machines operational. This task includes:
a) Place service calls whenever machines are inoperable;
b) Make sure there are enough supplies for these machines to be operable whenever the instructors need them; and
c) Make sure problems with machines warrant a service call (ie. check all aspects of the problem before placing service calls).
3. Keep office running efficiently
a) Keep an inventory of all supplies;
b) Order supplies;
c) File papers;
d) Organize files so that faculty/advisors can readily and easily find whatever they need;
e) Keep an organized section of forms that advisors need to efficiently advise students;
f) Keep a current list of all chemistry majors (including campus ID, GPA, advisor, classification);
g) Distribute Chemistry Department meeting minutes to the faculty and the Dean;
h) Answer the telephone and take messages;
i) Send student folders to appropriate department when they change their major;
j) Answer questions for students concerning registration, changing of major, taking courses at other institutions, etc.;
k) Pick up mail;
l) Make sure the department has current and up-to-date folders on course syllabi, textbook orders, etc.;
m) Each year maintain student files by shredding files older than 5 years and adding new graduates; and
n) Attend workshops/seminars that may further help him/her run the secretary’s office more efficiently.
4. Help instructors with reproducing mid-term exams, final exams, handouts, course plans, etc.
