Administrative Support Associate - Advanced
Open Date: 05/31/2018
Date Initial Screening Begins:
Minimum Education/Experience: High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.
Special Instructions to Applicant: * Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write 'see resume' on your application when completing the job duties section. * If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment). * Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.
Job Duties: The selected candidate will serve as Assistant to the Chair of the Department of Sociology. The candidate will perform duties in the following areas: Submit personnel, budgetary, travel and other administrative forms to the chair for review and action in a timely manner with a high degree of accuracy. Responsible for administration and office management and ensuring work is completed by all office staff with a high degree of accuracy, security, and on time. Maintain all department budget accounts (operating, grants, and foundation), process direct payments and reimbursements, ensure ProCard departmental purchases comply with state and institutional regulations and procedures, monitor expenses and budget, process all departmental travel forms and reimbursements, process EPAFs and payroll. Maintain faculty and staff personnel files (PADS, reappointment, retirement, evaluations) in confidential manner, process all contract renewals, monitor and approve leave and time records in Kronos, process personnel paperwork, provide support for all phases of departmental faculty searches, including travel arrangements for candidate visits, and prepare hiring packets. Oversee activities of and coordinate with the SHRA staff who works with students to resolve registration issues, enters course schedules and declares student majors and advisors, schedules exam rooms. Create a positive professional impression of the department in all student interactions. Assist faculty, staff, and other constituents with questions and problems, ensure that department offices are open and staffed during all business hours. Interact with faculty, staff, and other constituents in a positive, professional manner at all times, coordinate with faculty about all travel plans and reimbursements, purchase materials, maintain departmental assets, inventories, and supplies, maintain database of faculty course materials (syllabi, etc.), coordinate and schedule departmental events and meetings (graduation recognition ceremony, faculty meetings, guest presenters, and other events), schedule rooms, serve as recorder for departmental and advisory board meetings, prepare minutes and other reports as requested by chair and faculty. *Other duties as assigned.