Administrative Coordinator - Department of Chemistry - 500425

Location
Richmond, Virginia, USA
Salary
Negotiable
Posted
Apr 21, 2017
Ref
req1199
Contact
Broadbean Poster
Institution Type
Four-Year Institution

Administrative Coordinator - Department of Chemistry - 500425

SUMMARY:

This position provides administrative support for the Chemistry Department. This position is crucial to the daily operation of the chemistry department. The Administrative Coordinator is responsible for providing support to the chemistry faculty and staff as needed. Successful candidates will be self-motivated and flexible with great organization and communication skills, will have working knowledge of MS Office Suite and Internet skills, will be able to maintain the department office, including record keeping for departmental purchasing, and be willing to take on increasing responsibilities to assist the department as needed.

RESPONSIBILITIES:

Administrative support

    Maintains financial records, including responsibility for department budget, expense reports, reimbursement requests, and credit card maintenance. Reports to the chair on budget status. Processes journal voucher transfers and check requests. Maintains budget records in Excel; reconciles with banner accounts. Reconciles departmental credit card statements (and faculty credit card statements) and secures all the proper signatures and copies of invoices. Manages the department office including maintaining stocks of office supplies, monitoring the working condition of office equipment and arranging for service as needed, manages and distributes mail for the department (incoming and outgoing), stock mailing/shipping supplies, and calculates postage. Maintains an organized and secure filing system for departmental records, purging and organizing departmental files periodically. Assists with creating, printing and/or distributing departmental reports, including alumni reports and ACS CPT. Maintains department web pages. Help manage data during staff and faculty searches (make sure files are complete, etc.) Assist with the booking and reimbursement of travel and lodging for Chemistry faculty and students Records and posts minutes from department meetings Assist with room scheduling Recruits, hires and trains all office student assistants Other duties relating to the department that the department chair may deem necessary
Academic support

    Enters overrides and departmental approvals and overrides in Banner as appropriate during course registration. Maintains current syllabi of all courses for accreditation. Maintains a file of Chemistry and BMB majors and minors, as well as students involved in undergraduate research by semester and in the summer Maintains data on current students and alumni Calculates major GPA's for the student awards meeting. Coordinate the student awards, including the purchasing of plaques, the printing of awards certificates, and submission of paperwork for monetary awards Approve timesheets for departmental teaching assistants Coordinates the department seminar series making hotel arrangements for speakers, and advertising in SpiderBytes, Rise-Display and flyers/mailings. Orders refreshments. Processes travel/check requests for reimbursements. Help organize and coordinate Structure Elucidation Workshop, Powell lecture, and other major events Help prepare course material for faculty (copies, handouts, etc.) Assist with online portion of the senior exit interview Assist with the scheduling of classroom visits by perspective students Other duties relating to the department that the department chair may deem necessary
Receptionist duties

    Greets visitors and callers to the department and responds to or redirects their inquiries. Arranges class visits and interviews with faculty depending on prospective student's interests. Answers questions about University and department policies and procedures, particularly for new and adjunct faculty. Assists with planning and logistics for annual events: fall luncheon, awards reception, graduation reception, etc.
QUALIFICATIONS:

    Experience maintaining a budget Entry-level knowledge of accounts payable processes Ability to read, interpret, and apply policies and procedures Knowledge of the University and its administrative, academic, and financial policy guidelines preferred Strong interpersonal skills, including the ability to interact well with students, faculty, staff, and visitors Ability to prioritize work assignments amidst frequent interruptions Strong attention to detail Proficiency in Excel, Word, and Outlook. Knowledge of Publisher helpful Experience in Banner and Blackboard preferred Web knowledge and experience preferred
EDUCATION & EXPERIENCE:

    High school diploma or GED; college degree preferred 2-4 years of experience in providing administrative support function in an office setting
WORK HOURS:

    Full-time, non-exempt position Monday - Friday, 8:30 a.m. - 5:00 p.m.; 7.75 hrs./day; 38.75 hrs./week

SALARY STRUCTURE:
Pay Grade 4
To see more detailed salary information please review the University of Richmond's Compensation Structure.