Administrative Assistant/Program Assistant (Job S#244)

Job Details

Posting Date: March 8, 2022 Posting End Date: June 8, 2022

Position: Administrative Assistant/Program Assistant Department: CAENS/GWCAES

Status: Full-Time

Special Qualifications
In keeping with the President’s commitment to Tuskegee University becoming “One Tuskegee,” the ideal Administrative Assistant/Program Assistant (DAES) will possess the willingness to use their expertise to assist in the University’s efforts to be a sustainable academic organization committed to excellence.

Essential Job Duties and Responsibilities

  • Responsible for management of the office in the absence of the Department Head
  • Assist the Department Head and faculty in the management of facilities and equipment
  • Type requisitions, purchase orders, vouchers, check requests, and other institutional forms
  • Assist in the development of semester course schedules by contacting faculty to determine courses and sections they are teaching, making sure rooms are available for courses during the days and times scheduled
  • Enter courses, sections, instructors, times, dates, and rooms into the database
  • Maintain/order/distribute office equipment, supplies, and inventory
  • Serve as the communication hub for the department by organizing, storing, retrieving, and integrating information for dissemination to faculty, staff, and/or students
  • Communicate information from the Department Head, Assistant Department Head, and faculty to others by mail, email, telephone, and the web
  • Assist students in obtaining scholarships, books, and teaching assistantships
  • Perform general office functions, including typing, accounting, record keeping, maintaining departmental files, updating records
  • Compose routine letters, memoranda, reports, and other communication
  • Make appointments, coordinate meetings, arrange travel requirements
  • Prepare agenda of meetings and takes minutes at various meetings
  • Assist in preparation of annual reports; Compose routine letters, memoranda, reports, and other communication
  • Compile factual reports; Prepares reports containing statistical and/or financial data
  • Review, sort, and route the Departmental mail
  • Supervise and train staff/student assistants
  • Review and submit academic course schedules, textbook orders, course outlines
  • Assist in preparation and submission of proposals
  • Maintain complete student record system for the department

(Program Assistant)

  • Assist with departmental programs, particularly those used for recruitment, including, but not limited to, AgriTREK/SciTREK, AgDiscovery, and related programs.
  • Gather data and assist in preparing reports and presentations for programs
  • Type and process requisitions, purchase orders, vouchers, check requests for program materials and supplies
  • Maintain databases and statistical data for all program applicants and participants
  • Assist with the compiling, analyzing, and disseminating data for programs
  • Develop and implement program materials, such as pamphlets, websites, brochures, program applications, etc.
  • Assist with the preparation and submission of programmatic reports
  • Coordinate application and selection process for program applicants
  • Make reservations and arrange travel for all persons related to the program
  • Make appointments, coordinate meetings, prepare agenda for meetings related to programs
  • Serve as the primary contact person for programs

Qualifications

  • Education/Experience: A high school diploma or the equivalent and three years of general office experience or an equivalent combination of education and general office experience is required.
  • Keyboarding skills with speeds of a preferred minimum of 50 wpm are required.
  • A working knowledge of word processing and spreadsheet applications is required.
  • Must have a working knowledge of or the ability to learn and use database applications, the web content management system, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department.
  • Must know how to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain moderately complex filing systems and records, and make mathematical calculations.
  • Effective oral and written communication skills are required.
  • Must be able to train, assign work, and review the work of full- and part-time employees and student workers.
  • Must have the ability to maintain departmental financial records and accounts and prepare financial reports.

Salary
Commensurate with education, training and experience

Additional Position Information

  • This position does require weekend and after work hours during peek season
  • This position does require some travel
  • This position is funded through a grant and basic budget funding

**The statements contained in this job announcement reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. **

Each applicant, including all current/existing employees, must complete and submit a Tuskegee University employment application, resume/CV, a list of (3) to (5) references (with detailed contact information) and copies of unofficial transcripts (official transcript(s) will be required upon hire). Applicants must meet the minimum qualifications and submit a completed application packet in order to be considered for the position. The University reserves the right not to fill the position in the event of budgetary or operational constraints.

Office of Human Resources
Attn: Employment/Recruitment
1200 West Montgomery Road
101 Kresge Center
Tuskegee University
Tuskegee, Alabama 36088
Email Address:
[email protected]
Equal Employment Opportunity Employer-Male/Female/Veteran/Disabled
Federal law requires identity and employment eligibility verifications on Form I-9 within three (3) business days of employment.
Must be able to pass a background check.

Organization

Working at Tuskegee University

Tuskegee University is an independent and state-related institution of higher education. Its programs serve a student body that is coeducational as well as racially, ethnically and religiously diverse. With a strong orientation toward disciplines which highlight the relationship between education and work force preparation in the sciences, professions and technical areas, Tuskegee University also emphasizes the importance of the liberal arts as a foundation for successful careers in all areas. Accordingly, all academic majors stress the mastery of a required core of liberal arts courses.

Tuskegee University is located in Tuskegee, Alabama, which is 40 miles east of the Alabama State Capitol in Montgomery, Alabama, and 20 miles west of the city of Auburn, Alabama. It is also within easy driving distance to the cities of Birmingham, Alabama and Atlanta, Georgia.

The academic programs are organized into five colleges and two schools:

(1) The College of Agriculture, Environment and Nutrition Sciences;

(2) The Andrew F. Brimmer College of Business and Information Science;

(3) The College of Engineering;

(4) The College of Arts and Sciences; 

(5) The College of Veterinary Medicine, Nursing and Allied Health;

(6) The Robert R. Taylor School of Architecture and Construction Science; and

(7) The School of Education.

The curricula for these colleges and schools currently offer over 50 degrees including 39 Bachelor's, 13 Master's, 2 Doctor's of Philosophy: one in Materials Science and Engineering, and one in Integrative BioSciences, and the Doctor of Veterinary Medicine.

Graduate instruction leading to the Master's degree and Doctor of Philosophy Degree is offered in three of the five colleges.

The University is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools (SACS); and the following programs are accredited by national agencies: Architecture, Business, Education, Engineering, Clinical Laboratory Sciences, Nursing, Occupational Therapy, Social Work, and Veterinary Medicine. Of special note is the fact that Tuskegee University is the only independent, historically black university with four engineering programs that are nationally accredited by the Accreditation Board of Engineering and Technology (ABET), the major accrediting body for the engineering sciences. Also, Tuskegee University's Chemistry program is one of only a few among Historically Black Colleges and Universities (HBCU's) that is approved by the American Chemical Society. Furthermore, the Dietetics Program is approved by the American Dietetic Association and the Food Science Program is approved by the Institute of Food Technologists.

Tuskegee University was the first black college to be designated as a Registered National Historic Landmark (April 2, 1966), and the only black college to be designated a National Historic Site (October 26, 1974), a district administered by the National Park Service of the U. S. Department of Interior.

Special features in Tuskegee University's program include: The General Daniel "Chappie" James Center for Aerospace Science and Health Education, honoring America's first black four-star general who was a Tuskegee University graduate, and housing the nation's only Aerospace Science Engineering program at an HBCU; Media Center, School of Veterinary Medicine, with state-of-the-art video up-link and down-link, intra-school communications, audio/visual, graphics, photography and document production; The Kellogg Hotel and Conference Center, a state-of-the-art hotel and meeting facility for educational, business and cultural events; The Tuskegee University National Center for Bioethics in Research and Health Care, a distinctive research, teaching and outreach program that addresses issues of ethics and public policy in the treatment of people of color and rural Americans in health care.

Other special features which enhance the educational and cultural environment of the University include: The Booker T. Washington Monument, "Lifting the Veil," which honors the University's Founder; the George Washington Carver Museum (named for the distinguished scientist who worked at Tuskegee), which preserves the tools and handiwork of Dr. Carver; the Tuskegee Archives, a chief center for information on the challenges, culture and history of Black Americans since 1896; The Tuskegee Airmen's Plaza, commemorating the historic feats of America's first black pilots, who were trained at Tuskegee University; The Reserve Officers Training Corps (ROTC) Center, and the Center for Continuing Education – a nucleus for continuing adult education.

Over the past 125 years since it was founded by Booker T. Washington in 1881, Tuskegee University has become one of our nation's most outstanding institutions of higher learning. While it focuses on helping to develop human resources primarily within the African American community, it is open to all.

Tuskegee's mission has always been service to people, not education for its own sake. Stressing the need to educate the whole person, that is, the hand and the heart as well as the mind, Dr. Washington's school was soon acclaimed--first by Alabama and then by the nation for the soundness and vigor of its educational programs and principles. The solid strength has continued through the subsequent administration of Dr. Robert R. Moton (1915-1935), Dr. Frederick D. Patterson (1935-1953), Dr. Luther H. Foster (1953-1981) and Dr. Benjamin F. Payton (1981-2010). In August 2010, Dr. Charlotte P. Morris assumed the role of Interim President of the University. She is the first female to serve at the helm of Tuskegee University, and only the second Interim President for the institution. Dr. Gilbert L. Rochon served as the 6th president of Tuskegee University from November 1, 2010 to October 19, 2013. Dr. Matthew Jenkins served as Acting President from October 19, 2013 to June 14, 2014. Dr. Brian L. Johnson assumed the role of 7th Tuskegee University President on June 15, 2014.

Tuskegee enrolls more than 3,000 students and employs approximately 900 faculty and support personnel. Physical facilities include more than 5,000 acres of forestry and a campus on which sits more than 100 major buildings and structures. Total land, forestry and facilities are valued in excess of $500 million.

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