ADMINISTRATIVE ASSISTANT - PSYCHOLOGY

Job description

Position Details

Position Information

Vacancy IDS2438Job TitleADMINISTRATIVE ASSISTANT - PSYCHOLOGYDepartmentPsychologySchool/Parent OrganizationHumanities and Sciences Parent OrgDivisionProvost and Academic Affairs DivisionEmployment CategoryFulltime-RegularAnticipated start date06/24/2019If temporary, expected end dateHours per week37.5Weeks Per Year52.2Normal Start Time08:30Normal End Time17:00Position/Job Summary

Serve as a member of the administrative support team within the School of Humanities and Sciences providing primary administrative support to the Psychology Department and providing additional administrative assistance to the Mathematics and Computer Science Department. Perform a variety of secretarial and administrative duties to include preparing documents, assimilating data and preparing reports, scheduling appointments and arranging meetings, maintaining files and processing forms. Provide assistance in developing and/or maintaining department budgets. Order selected course materials and office supplies. Serve as resource person to the department chairperson, other faculty, staff, and students within the department.

Position/Job Responsibilities

1.Provide secretarial and administrative support for the department chairperson and faculty of the Psychology Department to include preparing letters, memos, reports, proposals, records, manuscripts, and other documents. Sort and distribute mail; screen in-coming correspondence and compose replies based on general instructions of the supervisor.

2.Work in collaboration with the administrative assistant for Mathematics and Computer Science to provide additional administrative support on an on-going basis, as well as providing assistance during peak workload periods. Provide backup and assistance to these departments in the absence of the administrative assistant. Provide secretarial and administrative support to Psychology faculty in the coordination of minors.

3.Develop and maintain department databases. Compile information and prepare spreadsheets and reports on departmental, committee or other activities. Maintain files and records and provide necessary documents for staff member’s use.

4.Screen students, staff and visitors, answer the telephone and take messages. Serve as a resource person to provide program information, respond to verbal and written requests for information, and provide department tours. Assist students and faculty in following College and departmental procedures and completing documentation. Make referrals to appropriate areas when additional advice is necessary.

5.Maintain departmental calendar, schedule appointments, and meetings. Make travel reservations and arrange living accommodations. Set up special functions and make necessary arrangements for meals, refreshments and facility support.

6.Provide assistance with course scheduling and reserving of rooms; provide assistance in identifying problems/conflicts with proposed schedules. Develop and maintain a database for tracking course enrollments.

7.Provide assistance to the department chairperson in the preparation, review, and updating of the departmental section of the undergraduate catalog and H&S Supplement.

8.Provide assistance to department faculty with the preparation of course exams, syllabus, tenure and promotion documents and letters, and course evaluations. Maintain confidential tenure and promotion files.

9.Assist with the faculty search process to include online processing, preparing correspondence; maintaining files; gathering information for the Chairs review, making travel and living accommodations, and preparing itineraries. Process candidate reimbursements and recruitment charges.

10.Serve as department liaison for the Admission Office Person-to-Person program. Coordinate faculty participation and schedule all appointments with the Office of Admission.

11.Provide assistance in developing, maintaining and reconciling the department budget; process approved requisitions using the on-line IProcurement system and EZPay request via the online financial information system Parnassus; may maintain petty cash fund. Prepare Travel Authorizations and Expense Report forms, close out ProCard charges and all other Parnassus inquiries. Provide updated information and reports as required.

12.Provide assistance in updating and maintaining the department website.

13.Order and renew departmental subscriptions, publications, and selected course materials. Order and maintain office supplies.

14.Initiate and track requests for routine maintenance, equipment repair, and office furnishings via the on-line iServiceDesk tracking system.

15.Participate in hiring, training, scheduling, and supervision of student workers as directed. Monitor job performance, authorize time report forms and distribute paychecks. Participate in training and orientation of new staff or temporary workers and provide guidance and instruction to support staff as directed.

16.Attend staff meetings and take minutes; recommend to supervisor methods for improvement of workflow and other departmental services/operational enhancements.

17.Assist in ensuring confidentiality and security of office facilities and records.

18.Participate in special projects as assigned.

Position/Job Qualifications

High school diploma and a minimum of 3 years previous office experience. In-depth knowledge of various word processing, spreadsheet and database software applications, excellent attention to detail, strong organizational, interpersonal, verbal, and written communication skills. Previous experience maintaining and monitoring departmental budgets and expenditures, ability to prioritize projects, handle multiple tasks and meet deadlines. Previous experience working with an on-line student information system in a College or University is preferred.

EEO Statement

Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated.

Instructions for submitting your application:

Interested applicants must apply online at http://ithaca.edu/jobs/ and attach a resume and cover letter. Questions about online application should be directed to the Office of Human Resources at (607) 274-8000. Screening of applications will begin immediately.

Work authorization (select one):Visa sponsorship is not provided for this positionDepartment descriptionCollege Description

At Ithaca College, a comprehensive residential campus community of 6,500 students, we strive to be at the forefront of the higher education landscape. We offer a distinct integrative learning experience that makes students ready for the personal, professional, and global challenges of our age.

We seek candidates who embrace integrative learning and want to be a part of this exciting time in Ithaca College history. We encourage creative collaboration and innovation in our faculty and staff, providing support and resources for them to grow in their fields and lead students to their own innovative ideas and achievements.

We welcome different ways of thinking and look for candidates with unique points of view and life experiences. We are inclusive of individuals with a wide range of cultural, personal, and professional backgrounds, talents, and skills. Our campus is a vibrant and rewarding community where diverse minds can learn, succeed, and excel.

When reviewing candidates, we are looking for indicators of a number of core competencies. Prospective candidates must be adaptable, collaborative, inclusive, respectful, responsive, results driven, and sustainable. They must communicate effectively, demonstrate leadership, exhibit professional integrity and ethics, take initiative, value personal and professional development, and show that they will engage in the college.

Nestled in the heart of New York State’s scenic Finger Lakes region, Ithaca College sits atop South Hill overlooking picturesque Cayuga Lake and is just minutes away from the city center. Combining small town warmth and charm with the vibrancy of a college community, the thriving and culturally diverse city of Ithaca has been rated by Kiplinger’s as one of the top 10 places to live in the United States.

To learn more about Ithaca College, visit us at http://ithaca.edu

Market Hiring Range$16.20 to $18.50FLSA StatusNon-ExemptIs this position eligible for benefits?YesQuick Linkhttp://ithaca.peopleadmin.com/postings/16118Documents Needed to ApplyRequired Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Reference List
Supplemental Questions

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    Job No:
    Posted: 7/16/2019
    Application Due: 7/24/2019
    Work Type:
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