Significant Duties & Responsibilities include: Provides support such as answering the telephone, e-mail and voice mail and greeting people; by assisting, answering questions, taking messages or referring to the appropriate person while maintaining a welcoming reception.; Resolves and/or refers to routine administrative problems and inquiries, including answering and responding to requests for information, and submitting eQuests.; Acts as liaison between faculty, students and other university units/departments and centralized services pools.; Maintains student records including majors, advisor-advisees, graduation lists, donor lists, scholastic awards and scholarship recipients for the department.; Manages and enters textbook information on Barnes & Noble platform.; Assists with faculty searches in preparing and maintaining applicants¿ data for both units/departments.; Assists Chairs with the collection, distribution and forward movement of new hires including use of Manager Self-Service and Docusign.; Prepares for new faculty and student assistant hires and assembles new hiring packets for both units/departments.; Processes various departmental documents such as preparing and reviewing reports and documents including Part-Time faculty agreements, contracts, CPR and APR reports.; Coordinates new faculty onboarding needs (i.e., offices, computers, keys, mailboxes, distribution lists, etc.).; Make copies and scan tests, exams, handouts and other items as needed for classes and the departments.; Acts as liaison between faculty and the office of Accommodation and Accessibility in the distribution of exams for students with accommodation.; Works with faculty, staff, students, parents, alumni and the public to exchange factual program information and explanation of rules, regulations, practices or functions.; Processes incoming mail and handles any mass and/or special mailings for the department.; Assists in planning and executing conferences, workshops, meetings and other departmental events including; Major/Minor luncheons (getting quotes and purchasing food, food delivery, and set up/clean up), Recruiting events (collecting student names from faculty, typing the recruiting letters and envelopes, distributing them to faculty).; Maintains appointment schedules and calendars, and handles room reservations for faculty, students and departmental events including, conference rooms, facilities and classrooms.; Creates and manages CARF paperwork in connection with departments and lab software.; Processes Department Scholarships; posting dates, notifying financial aid and foundations, and following up on disbursements.; Assigns manually in Banner the secondary advisor status to faculty advisors each semester under the direction of the department chairs or program coordinators.; Maintains the bulletin boards and informational signage in University Hall and Jordan Hall for the two departments.; Assists in maintaining departments' websites (including coordinating with UITS and University Relations on updates and projects), brochures, newsletters and social media platforms.; Collects and uploads syllabi to Syllabus Archives, collects and submits course information to Section Data Entry shared services and collects and submits office hours to the Chair.; Attends department meetings, provides general support/administrative updates and takes meeting minutes.; Makes arrangements for maintenance of office equipment.; Maintains ledger of departmental inventory.; Maintains all departmental files and faculty records.; Acts as liaison with centralized services to report budget status (including department and foundation funds, lab fees) to the Department Chairs on a monthly basis.; Handles special projects and performs other general support/administrative duties as assigned by the Department Chairs/coordinator.
