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Position Title:
Administrative Assistant III - School of Business and Economics
Job Category:
University Staff
Employment Type:
Regular
Job Profile:
Administrative Assistant III
Job Duties:
POSITION SUMMARY:
Provides general administrative support primarily to the Department Chairs of Accounting and Finance, Management and Marketing, Economics, and Military Science. Establishes, maintains, and ensures compliance of department records to ensure departmental goals. Tracks department funds and purchasing. May handle a variety of clerical, student support, and facility coordination duties. Additional project support for the Associate/Assistant Dean(s) for the School of Business and Economics may be requested as required.
RESPONSIBILITIES :
Serves as a primary point of contact for the academic departments
Assist as receptionist in the South Hall office
Monitors general in-box and voice messaging systems
Refers inquiries to appropriate personnel
Serve as liaison with campus units that provide support for faculty, staff, and facilities - i.e., Department of Technology Services, Facilities Management, Parking and Police, Campus Reservations, etc.
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
Assist faculty and staff members with registering for campus and off campus conferences or training and in securing travel arrangements and accommodations for said events
Advise faculty and staff on current standard policy and procedures including but not limited to travel regulations, state vehicles, Fast Copy, audio visual requirements, room reservations, etc.
Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to department operations according to established policies and procedures
Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvements
With Chair guidance, prepare and submit for Dean approval: Course schedules, corresponding faculty load reports and request to hire forms
Schedule change requests
Special Course Fee requests
Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations
New employee technology and access requests
Provide first line assistance on matters relating to instructional technology equipment in South Hall classrooms, maintenance issues, and multifunctional devices (printer/copier/scanners). Contact DoTS when requested for IT issues.
Helps chairs and directors monitor department, unit or program budget and expenses, and may assist in the development of program budget and projections Purchasing Manage inventory and facilitate purchasing of office and classroom supplies for faculty and staff
Facilitate the purchase of and maintain appropriate documentation for approved special course fee materials
Budgeting Periodically, compile summary of the department’s account status (projected balance or deficits) and report to the Department Chair if warranted
Prepare and process memos to transfer funds or re-allocation of expenses based on the nature of the expenses incurred.
May provide operational guidance and training on day-to-day activities of student workers and program staff
Assist with Student Employment/Work Study process Facilitate hiring of student workers as requested
Direct and coordinate the office functions performed by student clerical staff
Check quality of work
Approve student hours
Help coordinate the CEBAH Award Reception in April, with assistance from other administrative personnel Receive names of students involved from Registrar’s Office, student award processes
Send invitations and track RSVPs
Reserve room one year in advance
Manage the catering order
Event venue set-up…