Employment Status:Full time (29-40 Hrs)
Type of Employment:Staff
# of openings:1
Proposed Salary Range:$23,880.00
Please note: All postings close at 12 A.M. CST on the closing date. A-State participates in E-Verify.
The Administrative Specialist II is responsible for researching and preparing special reports, examining and verifying documents, and performing general office duties. This position is governed by state and federal laws and agency/institution policy.
Duties & Responsibilities:
Greet incoming individuals and answer telephone, directing inquiries to the appropriate personHandle all office correspondence including all incoming and outgoing mail and e-mail directed to and from the Biological Sciences department, faculty, and graduate studentsMaintain calendar for Chair of Biological Sciences Department Advertise and schedule departmental events Coordinate academic and co-curricular activities within the department Prepare faculty and graduate student phone and e-mail lists Assist students with registration holds, and direct student inquiries to the appropriate faculty or staff member.Assist with tracking Graduate Student forms and their progress within their program Enter class and faculty schedules into Banner Track and assign rooms for the departmentCoordinate on-campus interviews of prospective faculty Travel – faculty, student, and guest.
Work with Department Business Coordinator to make sure resources are availableEnter travel into system, make reservations, reconcile after travel is complete, reallocate charges to appropriate account as necessary, secure vehicle safety for all drivers.Work with faculty to make travel arrangements for seminar speakers and faculty candidates.Track and prepare my P-Card log for office and miscellaneous supplies bought for the office and labs of the Biological Sciences Department.Track advisors for the faculty of the Biological Sciences Department Retrieve dept. mail, and assist faculty in shipping items via USPS, Fed Ex, etc. Work with appropriate department for pick up as needed.Take Mintues in faculty meetingsUse of Scheduler software application to reserve rooms or vehicles for use by faculty, or student organization.Maintain copy machine and assist faculty with copy machine or make copies as neededUpdate department websiteLiaison with Information & Technology Services for IT issuesNew faculty: Order business cards, name plate for door (will need to be entered via requisition)Check out Keys to faculty and students Keep a log of all sensitive and non-sensitive forms moving out of the Biological Sciences Department
- Other duties as assigned
Knowledge of record keeping procedures, the principles and practices of mathematics and statistics, work-related subject area, and computers and software applications
Ability to conduct research and compile data into report form, establish and maintain filing systems, operate standard office equipment, analyze documents to determine compliance with rules, regulations, and
procedures, and communicate both orally and in writing
Monday - Friday
8:00 a.m. - 5:00 p.m.
Additional hours as requested and/or needed
Regular and reliable attendance
Please note: all position postings close at 12:00 A.M. CST on the position closing date
The formal education equivalent of a High School Diploma
Two (2) years of experience in a specialized or related area applicable to work performed
Other job related education and/or experience may be substituted for all or parts of these basic requirements, except for certification or licensure requirements, upon approval of the qualifications review committee
E-Verify Participation Notice:
E-Verify Right to Work: