Administrative Assistant


Job Description:
Responsibilities:

Provides direct administrative support for the Department Chair and works closely with other university offices. Obtains enrollment and advising documentation, manages database of biology majors, crafts departmental communications, directs students, and executes tasks set by the Chair.

Performs office processes using Workday software.

• Budget management. Duties include, but are not limited to:
  • preparing for and making payments/transfers
  • transferring purchases to lab fees
  • dealing with check requests and deposits
  • orders departmental supplies and equipment, assists faculty with purchasing needs, and processes payments appropriately
  • reconciling credit card charges
  • checking reports and processing/maintaining invoices
  • reconciling departmental budgets and grant accounts
  • resolving budgetary issues by consulting Financial Services, Business Affairs, or the Budget Manager
  • tracking departmental expenditures
  • assists faculty with preparing annual and final reports for grants
• Faculty travel planning and expense reconciliation.
• Assists department with administrative tasks related to job searches.
• Other duties as needed.

Maintains spreadsheets for all departmental accounts and faculty grants.

Communicates effectively and with diplomacy, tact, and confidentiality when responding to questions from students, parents, employees, supervisors, and the general public.

Works amicably with all levels of faculty, staff, management, and external constituencies.

Answers the telephone, e-mail and voicemail, greets people by answering questions, taking messages, or referring to the appropriate person.

Oversees and approves time for student workers, processes payments for student workers as needed.

Maintains student records including majors, advisees, and scholarship recipients for the department.

Assists in gathering data on student participation in engaged learning activities, student outcomes, and other data, as needed, for assessment.

Maintains departmental Moodle Site, updates it as necessary, and communicates with students as needed.

Maintains equipment maintenance service agreements.

Maintains departmental files.

Types correspondence, tests, handouts, etc. for faculty members, as needed.

Copies tests, exams, handouts, etc. for classes, as needed.

Maintains department copy machine and fax machine.

Sets appointments to arrange classroom visits by prospective students.

Reserves rooms in Townes Science Center as needed by faculty and student groups.

Communicates with appropriate university resources/departments regarding issues with computer projection systems, lighting, building repairs and needs, or any other repair needs for classrooms used by biology faculty.

Processes incoming mail and any mail outs from the department.

Follows safety procedures.

Completes annual performance review process with supervisor to understand job performance expectations and how they fit into the department and university goals.

Performs other duties as assigned. The intent of this job classification description is to provide a representative summary of the types of duties and responsibilities that will be required of positions in this classification and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Employees may be requested to perform job-related tasks other than those specifically present in this description.

Relationships:

Works with faculty, other departments, students, parents, equipment and supply companies, alumni, and the public to exchange factual information and explanation of rules, regulations, practices or functions.

Responsibility for Final Decisions:

Responsible for own work. May assist or instruct others doing similar work, including student workers.

Tasks involve multiple procedures with interrelated processes or steps. Work involves choosing the appropriate option or procedure to follow and applying established rules and procedures.

Errors are readily detected in the normal course of work by standard check or crosscheck.


Reports To: Chair, Biology Department

Work is performed independently on routine work, non-routine issues or questions are referred to the supervisor.

Minimum Education/Skill Requirements:

High School graduate with two or more years of experience in an office environment or related field required.

Experience in office software, including word processing and spreadsheets required.

Experience with budget management required.

Time management skills and the ability to multitask are essential to the successful performance of this position.

Proficiency with Workday preferred.

Proficient in the use of technology and social media preferred.

Must be flexible to meet the demands of the department.

Knowledge of technical terms relevant to biology helpful.

Preferred Qualifications:

Bachelor's degree with three or more years of experience in an office environment or related field.

Work Conditions:

Work is performed under usual office conditions.


Education Requirements:


Certification Requirements:


Job Posting End Date (if date is blank, posting is open ended):


To apply, visit https://furman.wd5.myworkdayjobs.com/en-US/Furman_Careers/job/Main-Campus/Administrative-Assistant_R000489

Furman is an Equal Opportunity Employer committed to increasing the diversity of its faculty and staff. The University aspires to create a community of people representing a multiplicity of identities including gender, race, religion, spiritual belief, sexual orientation, geographic origin, socioeconomic background, ideology, world view, and varied abilities. Domestic partners of employees are eligible for comprehensive benefits.





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