Faculty Administrative Assistant

Faculty Administrative Assistant

Lycoming College's office of Academic Affairs is now accepting applications for a Faculty Administrative Assistant. This position provides administrative and clerical support to a group of faculty on campus. Specifically playing a key role in support for the following areas Phi Kappa Phi honor society, Faculty Mentor Program, and our Fulbright Foreign Language Teaching Assistants. This is a full-time, 10-month position with the months of June and July off.

Founded in 1812, Lycoming College is one of the nation's oldest and most respected liberal arts colleges. Today, our community of 1,200 active learners from 22 states and territories and 17 countries comprises a student body that is 32 percent domestic students of the global majority or international, all of whom work with our renowned scholars to craft customized combinations of market-driven majors, minors and concentrations across our 48+ academic programs. Students compete in 19 NCAA Division III sports, participate in faculty-driven research, thrive in a robust program of internship experiences, and study abroad in more than two dozen countries. Lycoming College has one of the highest endowment-per-student ratios in the country. The institution is a member of the Annapolis Group of Liberal Arts Colleges and is recognized by U.S. News as a top 100 National Liberal Arts College and the No. 22 Best Value School. Lycoming College is dedicated to providing a high-quality liberal arts and sciences education for all students. Learn more at The College proudly celebrates and values the principle of inclusive excellence. In support of its commitment to establishing an inclusive and equitable campus, Lycoming College seeks to recruit more faculty and staff from historically underrepresented groups with the recognition that doing so advances institutional excellence. Lycoming College is an equal opportunity employer.

Core Administrative Assistant Duties

• Hire, train, coordinate, and oversee work responsibilities of student support staff (if applicable per department)
• Prepare, process departmental incoming and outgoing mail in a timely fashion
• Process accounts receivable and accounts payable invoices to the Business Office using appropriate general ledger budget account allocations
• Process and reconcile monthly Pcard statements for department Pcards
• Maintain highly reliable files and departmental recordkeeping system(s)
• Order departmental supplies for faculty, stockroom, classrooms and/or students
• Act as a building advocate: process work order requests to Buildings & Grounds and IT Services for repair, routine maintenance and special requests for issues that require attention and follow-up to ensure issues have been resolved or requests completed
• Responsible for maintaining office machines and equipment, coordinating repair services as needed
• Answer phone calls, emails, and provide customer service assistance to students, faculty, staff and others with questions or concerns

Faculty Administrative Assistant Duties

• Provide full administrative support to the faculty and department chair
• Exercise discretion in all matters of confidentiality
• Provide basic coverage for other administrative assistants in their absence
• Create and maintain calendar appointments
• Compile/prepare simple and complex documents, spreadsheets, syllabi, letters of recommendations and reports as requested
• Tracks department/program and faculty travel expenses
• Assist faculty with textbook orders
• Maintain department faculty Moodle accounts and course scheduling if applicable
• Coordinate faculty evaluations biannually for respective department(s)
• Coordinates special events for the departments/programs, including colloquiums and honor societies
• Coordinates/prepares itinerary for special visitors, distinguished guests (e.g., guest lecturers, speakers), and candidates; makes travel arrangements, overnight accommodations, meal arrangements
• Assist faculty with room reservations, make travel arrangements for field trips, special events, and faculty travel
• Regularly reviews the department website in consultation with the department chair; submits requests for updating and/or revising content to the Assistant Vice President for Marketing
• Perform other duties and special projects as assigned by department faculty, assistant to the provost, or the provost

Educational Requirements

High school diploma; associates degree preferred.

Experience and Qualifications

• Minimum 3 years of significant experience in an office setting preferred.
• Ability to work independently, determine priorities, and handle a high volume of assignments effectively.
• Ability and commitment to project a professional and positive image.
• Ability to plan, lead and develop programs involving multiple constituents.
• Writing and proofreading skills are sufficient to prepare a wide variety of documents with correct spelling, grammar, and punctuation.
• Expertise in Microsoft Office (Word, Excel, PowerPoint, Publisher, Outlook); with demonstrated ability and willingness to learn new applications.
• Ability to maintain confidentiality required; ability to think critically and exercise mature judgment.
• Excellent communication and interpersonal skills; ability to use tact, discretion and courtesy in contacts with all people who have contact with the College.
• Proven ability to work well with diverse groups.

To Apply

Submit a cover letter, resume, and contact information for three professional references. Candidates who apply by July 8 will receive priority consideration. Compensation details will be shared with those candidates who make it to the first round interviews. A post-offer criminal background check will occur.