Support StaffClassification Title:
Administrative StaffPosition Title:
Academic Administrative Assistant - English DepartmentPosition Number:
O00110Pay Grade Level:
English DepartmentPosting Number:
S 121301228Full or Part Time:
Full TimeNumber of Months:
Be present/available in the department’s main office during normal class hours (8:30a-4:30p weekdays) when the college is in session, with additional work hours in support of the Reynolds Young Writers Workshop determined in consultation with the Workshop Director. 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:
Provides general administrative support to the English Department, working closely with the department chair to ensure the smooth functioning of the department. Acts as a primary point of contact for the department, maintains records, and provides general office and administrative support to faculty members. Assists department chair with annual budgets and provides support for events, including the Beck Series, the Dr. Nan Nowik Writer-in-Residence program, and the Reynolds Young Writers Workshop. May supervise student office workers as well.Essential Job Functions:
1. Serves as first point of contact for students and the public. Keeps track of faculty member contact information, schedules, and office hours. Purchases and maintains office and course supplies and ensures that the department office is kept organized and tidy. Coordinates maintenance work orders for Facilities Services. Collects and distributes department mail and package deliveries. Prepares handouts for visitors. Hires and supervises student office workers, as required.Minimum Qualifications:
2. Organizes and maintains all English Department records and files, as required by college policies, including coordinating the shredding of sensitive materials. Updates major/minor and course enrollment data, email distribution lists, alumni records, class schedule, and course catalogue listings. Works with the Department Chair and UComm to update department webpages. Enters governance proposals into the PROM system. Helps prepare and submit each semester’s course schedule and room preferences to the Registrar.
3. Provides support for departmental events, including securing space, coordinating publicity, and organizing catering. Makes travel arrangements, creates itineraries, prepares contracts, and submits requests for payment and reimbursement for all visitors (e.g., guest writers, job candidates, etc.). Creates basic promotional materials for all department events. Maintains department calendars and submits events to college calendars.
4. Provides administrative support to English Department faculty members, including helping to prepare and copy course materials and place book orders. Prepares office space for new faculty, maintains professional memberships, and provides logistical support for faculty professional development travel.
5. Processes (via e-Procurement) all requisitions, invoices, requests for payment, and reimbursements. Helps department chair prepare and submit annual operating budget, capital budget, and personnel requests. Monitors, reconciles, and/or moves funds within budget accounts, as required. Maintains spending records and verifies against budget for accuracy.
6. Provides academic-year administrative and logistical support for the Reynolds Young Writers Workshop, including serving as a point of contact for the camp; coordinating marketing and publicity, sending out admission notifications, and managing student enrollment; preparing staff contracts, requests for payment, and travel logistics; ordering supplies, reserving rooms and vans, and coordinating with Conference Services; and assisting the Workshop Director with other tasks, as needed.
7. Performs other duties as assigned. This serves as a general outline to illustrate the type of work and qualifications that characterize the job. The statements in this job description are not intended to be an exhaustive list of all duties, responsibilities, and qualifications required of the job.
High school degree or equivalent required, with two to three years of relevant experience required.
- 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 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.
Associate Degree in Business Administration, Office Administration, or related field. Experience working in a college environment. Relevant experience can be substituted for education.Physical Demands:
Office environment. No specific or unusual physical or environmental demands, except some light lifting to move/organize supplies. May also occasionally assist faculty in rearranging class/meeting rooms as needed.Contact(s):
James WeaverContact Email:
08/28/2023Open Until Filled:
YesDenison 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.