Administrative Assistant for Nursing, Computer Science, and Environment, Society, & Sustainability

Administrative Assistant for Nursing, Computer Science, and Environment, Society, & Sustainability

Provide primary administrative support to the Computer Science, Nursing, and Environment, Society and Sustainability Departments. Serve as a liaison between faculty and other campus departments, providing information about procedures and policies to faculty regarding the business offices; printing services; maintenance and key offices; IT, and other campus offices. Schedule work-related appointments and classroom observations for department chairs, including management of Chair calendars. Coordinate and oversee the on-boarding process for new faculty at the departmental level. Oversee office set-up for new faculty, to include coordination of phone and IT installation, ordering and delivery of office keys, furniture orders, and office painting and maintenance as required. Serve as a point of contact for new faculty regarding hiring paperwork, office assignments, parking and ID protocol, and general office procedures. Routinely update the departmental websites (both internal and external), adding/deleting content as directed by Chairs, arranging for faculty and other photographs, posting faculty office hours and contact information, removing outdated material and posting additional updates as requested. Coordinate faculty searches by maintaining records, making travel and dinner arrangements for candidate visits, and scheduling room reservations for on-campus presentations and interviews. Coordinate departmental faculty meetings, honor society and awards ceremonies, and other departmental events by reserving rooms, arranging for catering, preparing programs and certificates, and assisting with other services as indicated. Manage extensive files related to the departments, services, and personnel. Assist chairs with academic scheduling for upcoming academic year, including gathering schedule requests from faculty, preparing Excel spreadsheets, and preparing reports for Chairs' scheduling meeting. Assist chairs with collecting, collating, and systematizing each semester's class syllabi, including maintaining digital files of each semester's syllabi. Manage the budget by tracking expenditures, deposits, and transfers. Review all deposits, transfers, invoices, purchase orders, and purchase requisitions to ensure that expenses and deposits are allocated to appropriate funds. Coordinate field trips by collecting and submitting paperwork, processing payments, and arranging for transportation. Provide support, such as assisting with purchasing materials and paying contractors, for small centers affiliated with academic departments, including the Center for GIS Outreach. This position may support other departments as needed to support the overall goals and/or objectives of the University as well as perform other Administrative Assistant I duties as assigned by the Academic Deans and/or Department Chairpersons. Ensure that building printers are sufficiently supplied with paper and toner; that printer rooms are equipped with the necessary supplies to ensure their functionality. Also, to work with IT and other offices to order new printers as needed in a timely manner. Purchase office supplies and academic and teaching supplies using Banner. Assist with distribution, collection, and administration of student evaluations. Prepare contracts/hiring paperwork for contractors and student workers. Process travel paperwork for faculty, including creating encumbrances in Banner. Record attendance for faculty and work-study students. Photocopy and print documents for faculty as needed. Process payments for vendors. Assemble and prepare documents for departmental external reviews and accreditations. Assemble hiring documents. Post notices regarding faculty absences and course cancellations on classroom and office doors. Other duties as assigned, consistent with the purpose and responsibilities of the position.