Administrative Assistant II

Position Details

Position Information

Position Title Administrative Assistant II Location Appleton Department Science Hall Office Position Type Staff Position Description & Qualifications

REPORTS TO: Executive Assistant to the Provost and Dean of the Faculty

LOCATION: Briggs Hall Office

The full-time Administrative Assistant II will provide a wide variety of administrative services for faculty in Briggs Hall, Youngchild Hall, and Steitz Hall with assistance from the part-time Administrative Assistant I position.

Job Responsibilities:

• Type and proofread general correspondence/documents including letters, memos, faculty and student recommendations, reports, proposals, posters, manuscripts for publication, exam papers, and lab manuals. May compose routine correspondence.
• Assist with department faculty searches by uploading candidate applications and recommendation letters, prepare and coordinate candidate interview schedules, arrange travel and lodging for their visit, communicate details of visit to candidate, prepare financial requests for expense reimbursement, and generate letters to all candidates at the end of the search.
• Assist with planning for guest speakers coming to campus including travel, lodging, talk venue, technology needs, posters, itinerary while on campus and preparing honorarium following the engagement.
• Assist faculty members with purchase orders, invoices, disbursement requests, expense reports, corporate card transactions, or other financial requests. Provide monthly budget reports to faculty. Oversee Briggs Hall office budget.
• Reserve and approve rooms in the online room reservation system for all Briggs Hall, Steitz Hall, and Youngchild Hall classrooms and lab spaces; maintain master schedule of reservations; plan/arrange meetings for faculty members.
• Order and monitor stock office supplies. Distribute incoming mail. Prepare outgoing mail and special mailings. Maintain bulletin boards in science buildings as needed.
• Photocopy and/or scan various materials; assist faculty and students with operation of office equipment. Oversee usage (check out/in) of portable equipment. Help troubleshoot computer and printer issues. Purchase supplies for equipment and schedule service as needed.
• Make vehicle reservations for off-campus class projects/field trips and prepare any necessary student travel paperwork.
• Provide administrative support for the Summer Research Coordinator for all events planned for research students and their faculty mentors. Solicit and collect information used to track student research projects and travel expenses and complete paperwork necessary for students to be paid.
• Serve as Building Coordinator (primary contact) for Briggs Hall, Youngchild Hall, and Steitz Hall Science buildings. Work with Campus Security on scheduling building hours and access for students. Work with Facilities Services on issues of building maintenance and cleanliness. Coordinate with department chairs and the Associate Provost to assign office space for all new incoming faculty and organize the office moves within the buildings. Monitor issues of building maintenance. Monitor use of building equipment and assess equipment needs. Oversee "lost and found" items. Update directory signage, order nameplates, supplies, and office keys for new faculty.
• Assist faculty members with miscellaneous tasks and special projects as assigned, subject to the approval of the Office of the Provost.

Working Relationships:

• Provide assistance to faculty, students, administrative staff, and visitors to the campus. Must work well with others. Maintain effective communications with supervisor.
• Work as part of a two-person team to support faculty in the science buildings. May assist colleagues in Wriston Art Center, Main Hall, or Hall Commons by acting as contact during planned vacation or sick leave.
• Support the university's mission of providing a welcoming and inclusive environment in the Briggs Hall Office.

Required Qualifications :

• High school diploma; additional education/training is preferred.
• A minimum of two years prior administrative assistant/clerical experience. Proficient in Microsoft products (Word, Excel, Outlook).
• Strong customer service, communication, and problem-solving skills. Demonstrate flexibility and willingness to perform duties wherever volume and priorities necessitate.
• Excellent organization, planning, and follow through skills. Ability to multi-task.

Posting Detail Information

Posting Number S633P Number of Vacancies 1 Posting Date Best Consideration Date Close Date Open Until Filled Special Instructions Summary Anticipated Number of Hours per Week 40

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • How did you hear about this employment opportunity?

• Public Job Posting

• Internal Job Posting

• Agency Referral

• Advertisement/Publication

• Personal Referral

• Website

• Other

• If other, please specify

(Open Ended Question)

Documents Needed to Apply

Required Documents

• Resume
• Cover Letter

Optional Documents