Department Administrative Assistant (Administrative Support Coordinator I)

Job description

Job Title: Department Administrative Assistant (Administrative Support Coordinator I)
Job ID: 13505
Full/ Part Time: Full Time
Job Code: 1035
Department: College of Science and Mathematics; Physics
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Salary range $2,846 to $4,852 per month (anticipated hiring salary: $2,846 per month)

Note: This is a full-time (40 hours per week), probationary, non-exempt position

Organizational Description:

The Department of Physics, in the College of Science and Mathematics, has ten tenured/tenure-track faculty members dedicated to teaching excellence, and active research programs in condensed matter, high energy physics, gravitation/cosmology and field theory, astronomy and astrophysics, and medical physics. The Department operates the Downing Planetarium and the adjacent Downing Planetarium Museum, and we have a highly successful physics outreach program.Fresno State is the center of the CSU Nuclear and Particle Physics Consortium (NUPAC) consisting of 17 CSU campuses and, since 2015, the home institution of the CSU ATLAS program.


The Department Administrative Support Coordinator I is expected to perform standard duties including: managing the departmental office (consisting of ten tenured and tenure­ track faculty, three full-time lecturers, any additional part-time lecturers, two technicians, and Teaching Associates), providing lead direction to one Administrative Support Assistant (ASA) and student office assistants each semester. The Department Administrative Support Coordinator I will assisting faculty in preparing requisitions, correspondence, syllabi, and travel documents. In addition, the Department Administrative Support Coordinator I must monitor the various Physics Department budgets/accounts, interact with students and the public, and assist the chair in conducting Physics Department meetings and social gatherings. The Department Administrative Support Coordinator I will assist the Department Chair in preparing schedules, personnel documents, and other departmental paperwork. This position will assist students given research awards with travel arrangements and travel expense reimbursement, as well as purchase requisition related activities.

Position Summary:

Chair Assistance:

	Provide administrative support to the Department Chair	Prepare, proofread and check for accuracy general Department correspondence, reports, contracts, and other documents	Implement departmental policies in the Chair's absence	Ensure that faculty and the Physics Department meet all College, University, and other deadlines	Assist in preparing the course schedules for fall, spring and summer sessions, proofread the schedules, reserve rooms and transfer all scheduling data to the course schedule worksheets and input the data to the appropriate scheduling software	Prepare copy for the general catalog, verify changes and proofread	Maintain office files (electronic or paper) including student folders, independent study forms, incomplete grade records and grade corrections with a key on how to access the files	Maintain an up-to-date alumni database	Learn and master new software packages and/or upgrades of existing software as needed to allow the Department office to operate in an efficient manner	Process all Physics Department affairs in a timely manner	Inform all faculty of anticipated absences of staff members	Inform the Chair of faculty member and Teaching Associate absences, and help to find a replacement in order to avoid disruption of scheduled classes	Reconcile FAD report each semester with internal department records	Compile and report annual statistics on graduation data	Work directly with Faculty Lab coordinators in updating lab manuals and ensuring that lab manuals and supplies are provided on a timely basis to the copy center each semester	Assist the Chair in reviewing faculty, staff and Teaching Assistant entries in Time Management on a monthly basisLead Responsibilities:

	Provide lead oversight of ASA I, students, and part-time personnel hired to assist in office work	Provide leadership and assist with work unit staffing decisions and input to performance evaluations	Ensure that Physics Department office operations follow standard safety procedures	Review student assistants' electronic payroll for accuracy, approve, and submit to the Payroll Office	Assume the role of Lead Coordinator in coordinating the Spring Graduation DinnerStudent/Public Interaction:

	Receive and distribute all correspondence	Receive and screen all phonecalls and forward to the appropriate faculty member when appropriate	Serve as the Physics Department's resource person for all course offerings, permission numbers, cancellations, substitutions, and course and room changes	Assist students withadding and dropping courses	Create, or assist faculty in creating and disseminating advertising materials and brochures which describe the Physics Department and/or course offerings Faculty Assistance:

	Collect and maintain syllabi for each course	Type, edit and proofread correspondence	Assist in creating flyers for advertising courses	Coordinate with colloquium coordinator necessary notifications, speaker travel arrangements and reimbursements. Assist the colloquium coordinator in maintaining financial records accordingly.	Assist faculty with purchasing transactions related to departmental and grant activitiesPersonnel Matters:

	When necessary, provide retention, tenure and promotion (RTP), and other deadlines to faculty and staff	Initiate and oversee the process of student evaluation of full-time and part-time faculty and Teaching Associates each semester	Act as custodian of official personnel files during the evaluation process and maintain confidentiality and security	Implement payroll policies and process required documentation for faculty, Teaching Associates and student assistants	Prepare necessary contracts and help determine salaries for part-time faculty, Teaching Associates, and Graduate Assistants	Maintain a list (pool) of qualified instructors and potential applicantsAccounts/Budgets:

	Design and implement an Excelspreadsheet for each account	Update accounts periodically and consistently to verify that the Physics Department is operating within the amount allocated and resolve discrepancies	
    		Supplies and Services, Travel (in and out of state), Student Assistants, Work-Study, Alumni Fund, Foundation, Open University/Summer Session, State Trust Funds. Resolve discrepancies on all accounts	
		Deal with signature authorization, purchase requisitions, purchase orders, petty cash, and transferring funds between accounts	Prepare reports as requested and maintain familiarity with financial policies and regulations	When applicable, act as departmental petty cash custodianGraduate Students:

	Assist the graduate coordinator in responding to inquiries about the graduate program and coordinate the department's response with that of the Division of Graduate Studies and the International Student Services Program	Remind graduate students about program requirements and deadlines	Help prepare and send out in a timely manner vacancy announcements and other necessary paperwork related to Unit 11 TA positions in the Physics Department to the Faculty Affairs office	Establish and post tutoring schedules for Teaching AssociatesFaculty Searches:

	Assist the search committee chairperson in preparing position announcements and in placing and paying for ads in Physics Today and other media	Assist the search committee chairperson in filing and organizing applicant materials	Ensure that security and confidentiality of records is maintained at all times	Develop a tracking system to help the search committee process the large amount of correspondence generated by the search	Provide travel, reservation/scheduling assistance to candidates coming to campus for interviews	Collect candidate travel/lodging/meal/rental car receipts for reimbursement	Prepare all required nomination papersMiscellaneous:

	Maintain a positive working relationship with other departments in the College of Science and Mathematics, with the Dean's office, and with other campus offices	Serve on and/or assist various departmental committees such as Open House, Graduation Dinner, Colloquium, etc.	Assist with yearly coordination of scholarship awardsKnowledge, Skills & Abilities:

	Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures	Thorough knowledge of English grammar, punctuation, and spelling	Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages (Microsoft Office Suite, calendar, email)	Working knowledge of budget policies and proceduresAbility to:

	Independently handle multiple work unit priorities and projects	Apply independently a wide variety of policies and procedures where specific guidelines may not exist	Perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections	Draft and compose correspondence and standard reports	Handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in natureEducation and Experience:

	High school program, technical/vocational program or equivalent	Three years of related office work experience	A history of regular attendance and positive performance evaluationsPreferred Skills:

	Four years of progressively responsible administrative experience with a wide variety of duties and responsibilities	
  • Experience utilizing a record management system (i.e. PeopleSoft Administration)
  • Ability to:

    	Work with frequent interruptions in a fast-paced work environment	Work in a flexible collaborative manner with faculty and staff and provide strong customer service to the campus community	Analyze operational, administrative and procedural problems and develop, recommend and evaluate proposedstrategies and procedures to improve office management	Provide lead direction, training, and guidance to student assistants	
  • Establish and maintain effective working relationships with faculty, students and staff from diverse ethnic, cultural and socio-economic backgrounds

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    Job No:
    Posted: 5/11/2018
    Application Due: 5/28/2018
    Work Type: