Administrative Associate

Administrative Associate Position Summary: The Department of Mathematical Sciences provides curriculum, instruction, and co‑curricular activities that prepare students for careers in the mathematical sciences. The Administrative Associate supports departmental operations by assisting the Lead Administrative Specialist and departmental leadership in ensuring efficient daily functioning of the department. Responsibilities: Serve as the department’s primary point of contact by greeting visitors, answering and directing telephone calls, and managing general inquiries. Coordinate departmental communications, including delivering messages and maintaining a professional and welcoming front office environment. Manage incoming and outgoing departmental mail and correspondence. Maintain departmental office operations by organizing files, monitoring inventory, and ordering office supplies. Coordinate textbook requisitions and desk copy requests with faculty and vendors. Update and maintain departmental forms, records, and informational materials to ensure accuracy and accessibility. Assist with student services processes, including entering permits for course enrollment, maintaining student records, and assigning academic advisors. Schedule appointments and provide administrative support for faculty, staff, and departmental activities. Support programmatic initiatives such as the Math Education Leadership Training (MELT) program by assisting with preparation, coordination, and distribution of materials. Provide general administrative support to departmental leadership and contribute to special projects and other duties as assigned. Required Skills & Qualifications High school graduation or equivalent combination of education and experience. Diplomas or degrees must be received from appropriately accredited institutions. Strong interpersonal and written communication skills. Public speaking skills. Proficiency in Microsoft Word, Excel, Google Suites or similar platforms. Familiarity with or ability to learn to use Banner, Drupal, and other specific or similar software platforms. Capacity to multitask. Ability to maintain confidentiality. Ability to work collaboratively with others including faculty, students, visitors and staff. Preferred Qualifications Considerable knowledge of office techniques. Ability to analyze, interpret, recommend, and implement policy and procedural guidelines. Skill in organizing workflow and coordinating activities. Experience working with the general public, faculty, visitors and students in a professional, helpful, and considerate manner. Familiarity with the functions of campus units in order to route inquiries efficiently. Functional Competencies Budgeting : Submit work orders and create orders for office supplies; support travel requests and maintain documentation for orders, purchases, and contracts. Manage deposits, receipts, and accounts receivable for the MELT program; meet regularly with the MELT program director to update budget processes and provide reports on registrations and payments. Communication – Verbal : Respond to general questions or issues that deviate from standard operating procedures by consulting appropriate resources such as policies, manuals, or other staff; provide program and procedural information; contact service recipients, vendors, or clients to obtain or provide information; schedule rooms; apply knowledge of programs, policies and procedures to communicate information to meet specific needs of staff and clients; handle confidential and sensitive information. Information/Records Administration : Use established filing and data systems, functions, and/or procedures to maintain continuity in records, including personnel files and student actions; review data for completeness and accuracy; record, compile, and summarize data using established formats; compile and organize information from different sources to develop reports and data; identify efficiencies and advocate for new systems for data collection and reporting. Work Coordination : Coordinate tasks and establish priorities in response to office workflow; assist with supervising and training student employees; coordinate with others to complete tasks; serve as assistant to the office manager to maintain workflow efficiency; manage a wide variety of records, reports and files, including for the MELT program; develop new processes or procedures to improve efficiency, communication, and relevance, including primary coordination for the MELT program. #J-18808-Ljbffr