Position Type:

Support Staff

Classification Title:

Administrative Staff

Position Title:

Academic Administrative Assistant - Psychology Department

Position Number:

O00109

Pay Grade Level:

CSS 9

Department:

Psychology Department

Posting Number:

S 121301215

Full or Part Time:

Full Time

Number of Months:

10

FTE:

.67

Work Schedule:

Be present in the department offices during normal class hours (8:30a-4:30p weekdays) when the college is in session. Additional work hours when classes are not in session (e.g. special events, semester breaks, and summer) are determined in consultation with the department chair.

Basic Function:

General office administration duties include but are not limited to the following areas in order to support the teaching, scholarly, and service activities of the department and the department faculty: Support the day-to-day functioning of the Department of Psychology; serve as a liaison to faculty, students, and visitors; provide oversight of departmental archives and files; manage departmental operations (e.g. processing requisitions and purchase orders, tracking budgets); hire, supervise and manage student workers.

Essential Job Functions:

Support the day-to-day functioning of the department:

• Maintain a welcoming and professional atmosphere in the office; receive and greet visitors to the department; handle requests from students, faculty, staff, and visitors in a helpful and courteous manner. Coordinate departmental correspondence with other Denison departments, students, faculty, and administrative units.
• Establish and update the department calendar and coordinate room requests through the EMS system.
• Assist faculty with photocopying, printing, scanning documents for courses or research projects.
• Maintain the department’s stock rooms with general office supplies and special supplies requested by the faculty. Purchase supplies, research materials, and equipment for the department and faculty members. Assist in the purchase of supplies for the animal colony (e.g., food, bedding, cleaning supplies from the central store) in collaboration with the Animal Lab Supervisor.
• Request and coordinate maintenance for departmental facilities and equipment, including technology, e.g. laser printers and photocopier, and shared department spaces, e.g. the hallways, library, faculty/staff lounge, and research spaces and animal colony.

Provide oversight of departmental archives and files:

• Maintain (on the departmental Google drive) student records and lists (e.g. numbers of majors/minors by year, department awards) used by the department and faculty for various functions, e.g. department meetings, course scheduling, and departmental reviews.
• Gather and organize information from appropriate sources (e.g. department archives, COGNOS, and institutional research) in order to update or revise existing records or establish new records as needed.
• Assist in preparation of reports and analyses of the program and budgets as needed (e.g. for departmental reviews or hiring proposals) and prepare requested information for weekly staff meetings. Assist with the departmental description in the University Catalog each year.
• Assist the department chair, faculty advisor of Psi Chi, and the faculty awards committee with identifying eligible students for awards and honors, and maintain records and correspondence related to the awards and honors.
• Participate in university training sessions on new technology or software, as needed.

Manage departmental operations:

• Monitor and maintain departmental budget and expenses; reconcile and/or move funds within assigned budgets, work with department chair to make requests for the annual operating budget, capital budget, and personnel requests.
• Process requisitions, purchase orders, work orders, and invoices related to departmental and faculty purchases and assist faculty and students completing requests for payment and travel reimbursement documents.
• Assist the chair with course scheduling by recording department course offerings and room preferences and submitting class schedules to the Registrar each semester.
• Coordinate departmental events (e.g. departmental Colloquia Series, departmental gatherings, departmental poster session): secure room reservations, order food and refreshments, and oversee the advertisement of events. For visiting speakers and job candidates, assist with setting their itinerary and coordinating travel and lodging as needed. Create and distribute announcements, invitations, and posters for events. Host department guests by escorting them to meetings on campus and preparing on-campus workspace.
• Assist in preparing student certificates and departmental plaques. Coordinate photography for events and organize and maintain a digital archive of departmental photos.

Supervise student workers

• Oversee the hiring and scheduling of student workers (approximately 10 students per semester). Provide direct oversight of student workers including assigning appropriate tasks and providing necessary materials and instruction for assigned tasks (e.g. photocopying, website updates, tutoring, and maintaining materials and displays in the department library and hallways). Provide oversight of the submission and approval of student timesheets.

Perform related duties as assigned.

Minimum Qualifications:

High school degree or equivalent required, with two to three years of relevant experience required.

Key Attributes
Excellent communication skills (both written and verbal).

• Strong interpersonal and organizational skills.
• Ability to be flexible and multitask and work with minimal supervision.
• Proficiency in the Google Workspace (Gmail, Calendar, Docs, Sheets, Slides, and Forms) and Microsoft Office (Word, Excel Powerpoint).
• Ability to stay informed of and adapt to changes in college policies, procedures, and software.

Preferred Qualifications:

Some college coursework and/or experience in a collegiate environment. Interest in working in a fast-paced program with faculty who work together and enjoy collaborative projects.

Physical Demands:

Light lifting and bending to organize supplies.

Contact(s):

Seth Chin-Parker

Contact Email:

chinparkers@denison.edu

Open Date:

08/04/2023

Open Until Filled:

Yes

Denison University Background Check Statement:

The final candidate will undergo a background check as a conditional offer of employment.

Denison University EEO Statement :

To achieve our mission as a liberal arts college, we continually strive to attract and hire candidates with diverse backgrounds, experiences and identities. Denison fosters a campus community that recognizes the value of all persons regardless of age, disability, ethnicity, gender expression and identity, national origin, race, religion, sexual orientation, or socio-economic background. For additional information and resources about diversity at Denison, please see our Diversity Guide (https://denison.edu/forms/diversity-guide). Denison University is an Equal Opportunity Employer.