Primary Role

Provides varied and complex administrative and office support services for Biology, Chemistry and Music faculty

Typical Duties and Responsibilities

  •    Prepares correspondence and reports, collecting data from various sources, ensuring accuracy and completeness. Maintains supporting databases, spreadsheets and files. Performs document maintenance and retrieval. Performs logistical support services, including scheduling, planning meetings, events and travel, preparing and circulating agendas/announcements/minutes, etc.

  •       Manages Visa charge accounts for numerous faculty members, collecting and allocating purchasing card receipts

  •   Serves as administrator for online syllabi system

  • Schedules and promotes The Bookend Seminar Series

  •   Serves as secretary for FD&B (Faculty Development and Benefits) Committee, arranging weekly meeting times, preparing and maintaining minutes

  • Serves as secretary for IACUC (Institutional Animal Care and Use) Committee, preparing and maintaining minutes

  •   Collects data for and orders and distributes Distinction Medallions for graduating seniors

  •  Supervises and approves student worker timecards

  •  Enters and extracts information from the Datatel system

  •  Serves as budget officer, prepares documents for yearly budget

  •  Assists with department searches, preparing interview schedules, distributing documents to those involved in the process, arranging transportation, meals and accommodations. Processes receipts for expenses

  •  Assists with new faculty hires, arranges training, provides general orientation to campus, checks office for cleanliness, computer and telephone needs

  • Prepares programs for Music Department recitals and concerts; researches student information for insertion on programs. Maintains rosters, keeps detailed information for Concert Choir travel

  •   Oversees inventory for offices and classrooms, purchasing goods and services. Maintains copier and paper supplies

  •   Serves as receptionist, answers questions by phone and in person. Provides information to a diverse group of people

  • Attends training and workshops for personal and professional advancement

Supervision Given/Required

Works with considerable independence

May supervise student assistants

Position Qualifications

  • Knowledge and capabilities normally acquired through completion of a high school diploma. Additional academic training preferred

  • Three years’ experience in an office setting and competency in programs such as Microsoft Word and Excel

  • Computer aptitude and demonstrated ability to learn new software

  • Proficiency in multi-tasking and decision-making

  • Ability to work collaboratively with diverse groups and individuals

  • Commitment to confidentiality