Posting Title
Assistant to Chair
Overview
Provide high quality administrative support for the office, its faculty and staff, and contacts. Perform services tosupport an active, student-oriented campus environment.
Responsibilities
Support the Chairs' responsibilities for a smooth operation of the departments,and communicate with the Chairs on a daily basis to ensure all actions thatimpact the departments are timely, appropriate, and approved.
Manage, direct, and respond to incoming office correspondence, including papermail, email, deliveries, telephone calls, and walk-in inquiries. Handle andresolve queries as appropriate. Forward unresolved queries to the appropriatefaculty or staff members.
Create and monitor the status of requisitions for purchase orders and makepurchases by credit card. Charge expenses to appropriate accounts anddocument purchases and receipt of goods and services appropriately.Monitor departmental budgets and sponsored research budgets via the CardinalFinancial system. Oversee monthly spending, documentation, andmanagement of department budgets.Enter and maintain the schedule of departmental classes in the CardinalStudents system. Coordinate instructor classrooms to accommodateproper classroom size and type.Process graduate and undergraduate student employee appointments, stipends,and tuition support, and oversee all processes for hiring students, part-timeinstructors, summer interns, teaching and research assistants, visiting scholars,etc. Support the department chairs and faculty as needed for processes relating toto full-time faculty hiring.Monitor undergraduate and graduate student academic records. Assist withthe maintenance of student tracking sheets. Support and resolve course registrationissues in a timely manner. Perform graduation audits, including audits forundergraduate students during the second semester of their junior year, andduring the first and second semesters of their senior year, and for all studentsupon completion of their programs to confirm requirements have been met.Liaison with other university departments and offices for administrativepurposes. Serve as department resource for administrative and human resourcepolicies and procedures.Correspond with and assist potential undergraduate and graduate studentsthroughout the process, i.e., inquiry, application, admission, and matriculation.Liaison with adjunct faculty and departmental advisory board members. Order and maintain departmental supplies, including office supplies andequipment and parts to support faculty research and teaching. Ensure suppliesare kept organized for easy access for faculty.Maintain faculty minutes, departmental annual reports, and departmental files. Supervise student employees, including creating schedules to assure officecoverage, assigning tasks, and submitting hours worked to Payroll.Arrange accommodations, travel, parking, etc. for departmental visitors. Help organize department-sponsored events, support school-wide events asneeded.Maintain departmental web pages. Optimize based on web page analytics. Maintain departmental communications materials, including brochures, letters,etc.Generate work orders for repairs and non-routine maintenance.
Maintain departmental alumni files, and files for previously employed faculty.
Other duties as assigned.
Qualifications
Bachelor''s degree with at least one year of relevant administrative work experience. Experience must include basic budget monitoringand reporting, front office customer/caller intake experience, and some basic database entry and updatingexperience. Experience working in an academic environment is preferred.
Must be familiar with modern office equipment, including multi-line telephones, networked printers and copymachines, and computers. Must be proficient with Microsoft Office suite, including Word and Excel, and GoogleSuite. Must be proficient or be able to gain proficiency with PeopleSoft applications (Cardinal Students, CardinalFinancials, etc.). Must have the ability to prioritize multiple tasks concurrently. Must be service-oriented withexcellent communication skills, both written and oral.