Administrative Assistant

Administrative Assistant

The Department of Atmospheric, Oceanic and Earth Sciences seeks an Administrative Assistant to provide general administrative support to the Department Chair, Associate Chair, COLA Director and Faculty and serve as a backup for the Fiscal and HR Analyst.

The Administrative Assistant will work 25-29 hours per week and flexible shifts will be available.

Responsibilities:

• Develops and maintains effective customer service processes for front desk/reception area;
• Provides support for candidate searches and staff on-boarding process;
• In coordination with OIPS and COS assists in the process for J-1 visas, H1B and other immigration requirements for Department Faculty and visitors;
• Enters Employee Personnel Action Forms (EPAFs) into Banner in a timely, accurate manner and track records to verify correct payment to employees;
• Coordinates the hiring process for wage employees by following University guidelines;
• Coordinates the administrative process for affiliates and graduate faculty; processing contracts, tracking renewals, and providing necessary onboarding information to affiliates and graduate faculty;
• Prepares and submit journal vouchers to move costs to appropriate accounts;
• Tracking/collecting materials and updating a variety of databases and lists;
• Maintains working knowledge of university programs, processes and procedures including but not limited to Banner, MicroStrategy, Requesting Tracking System, e-Works, 25Live, Excel, Outlook and purchasing and accounts payable;
• Works with Fiscal Services, Human Resources, OIPS and other departments as needed to complete tasks assigned;
• Cross-trains responsibilities to always ensure effective office continuity;
• Assists with web-design and website management, social media management;
• Assists with reconciling department funds; and
• Others administrative duties as assigned.

Required Qualifications:

• Ability to communicate efficiently;
• Good working knowledge of Microsoft Applications (Teams, Outlook, Excel, etc); and
• Ability to work with multiple groups of teams and multitask.

Instructions to Applicants:

For full consideration, applicants must apply for Administrative Assistant at Complete and submit the online application to include three professional references with contact information, and provide a Cover Letter/Letter of Intent for review.