DescriptionReceive, screen, and route phone calls, visitors, and e-mails from internal or external contacts and offices; respond to student inquiries and route them to appropriate person or offices; train and supervise student helpers in the main department office. Oversee the status of housekeeping, work control, and facility management for the overall upkeep of department rooms and buildings; update building directories; maintain key inventories and security to rooms and buildings; maintain all phones inventories; and an alternate approver for the department room reservation requests in 25Live.

Prepare contracts for all adjunct faculty and others as needed; assist with new faculty onboarding (early provision; Net ID; welcome information package); first-level reviewer and approver of Tiger Travel forms; assist with class cancellations or room change notices; monitor book order status; and provide parking permits for guest speakers. Distribute departmental communication to all faculty and staff on behalf the department chair; update and distribute the directory of all faculty and staff; prepare department event calendar, prepare department meeting and retreats agenda and reports; maintain up-to-date forms, documents, and reports in the department's shared drive for faculty and staff; receive, respond, and route calls and e-mails from other administrative units within TU; and main contact for the College Of Fine Arts and Communications (COFAC) Dean's Office for college event or committee communication. Maintain all faculty files (full-time and adjunct) and other departmental files in the main office.
Assist the department's Promotion, Tenure, Reappointment and Merit (PTRM) Committee Chair, Lecturer Review Committee Chair, and department chair to create and track faculty peer-evaluation schedule; filing peer-evaluation reports; keeping accurate record of faculty hire and promotion; distribute required forms and reports for annual PTRM review process; schedule committee meetings and reserve rooms; prepare all PTRM forms and type committee letters as instructed; maintain up-to-date PTRM records for all faculty files; and maintain up-to-date PTRM documents for the department. Assist department chair and the Adjunct Review Committee chair to, maintain a record of adjunct hires and Adjunct II and III promotion schedule; distribute instructions, forms, and other materials to adjunct faculty for preparation of binders for Adjunct II or Adjunct III promotion; and prepare all forms and type all letters. Work with search committee chair, department chair, Dean, Associate Dean, and Provost Budget Office to manage and track faculty searches; and manage communication with candidates for interview logistics and reimbursement.
Provide support for department events and marketing effort as needed; prepare appreciation letters to donors; and assist with the department's Board of Visitors.

QualificationsHigh school diploma or equivalent and three years of experience providing administrative support. The selected candidate must have demonstrated abilities and skills in high-level office support including excellent communication skills; proficiency in Word, Excel, and Outlook; the ability to file a high volume and variety of documents in a timely and organized manner, both in paper and electronic forms; take meeting minutes; produce letters and written documents and reports in a clean, concise, and appropriate style, format, and grammar; be a team player who is able to work with faculty, students, and staff within and outside the department in a caring and helpful manner; and demonstrated sensitivity to and understanding of the diverse backgrounds of TU’s students, faculty, and staff; and the ability to respond to and following through with a variety of requests in a timely manner with accuracy. 
Preferred:

Knowledge and experience in creating adjunct faculty contracts, PTRM process, faculty search process, and Tiger Travel or other electronic approval system for faculty and staff travel. Ability to train and guide student workers.

A Criminal Background Investigation is required for the hired candidate and the results may impact employment.

Organization: Academic Affairs Division
Primary Location: Main Campus
Job Posting: Jul 11, 2019