Job Title: Administrative Assistant- Chemistry & Biomolecular Science
FLSA Status: Non- Exempt
Department: Chemistry & Biomolecular Science
Title of Manager/Supervisor: Administrative Manager/Department Chair
Number of Employees Reporting to this Position: 0
Range: 16.22-19.00 salary based on experience
Position Summary: Provide administrative support to the Chair and faculty members and students in the Department of Chemistry & Biomolecular Science across multiple focus areas: office administration and management, undergraduate academics, graduate academics, departmental budgets/financials, sponsored research financials, undergraduate workers, graduate program appointments, purchasing, visitors, faculty and staff hiring, annual, three-year and tenure faculty reviews and record keeping, departmental reports/records, organizational reports, events/workshops/projects, digital content, and other areas as assigned. Be responsive to administrative requests from the School of Arts and Sciences.
General Purpose: To support the success of the department, faculty and students in all activities related to academics and research. Serve as departmental point of contact.
Consistently respond to changing situations in a flexible manner in order to meet current and anticipated needs. To support successful operations of the department, completing all tasks as needed or requested.
- Phone, email and drop in response to students, faculty, visitors and public; respond to variety of situations and requests to support successful functioning of the office.
- Assist department chair with academic scheduling, course management, including the master course scheduling for each semester and revisions with SAS
- Access PeopleSoft database to obtain personal and academic student records for degree requirements; communicate with undergraduate students regarding remaining requirements and/or degree completion; assign and/or change advisors; review and approve department minors; advise students in absence of advisor on issues such as add/drops, degree requirements, print grade reports and transcripts, issue permission numbers, etc. Prepare graduation list for department majors and minors; liaison with registrar in locating and correcting errors in student records to ensure accuracy and proper matriculation
- Archive course data as required [syllabi, final exams, enrollment, etc.]
- Facilitate evaluation transfer of student transcripts; prepare and file "final evaluations" on transfer students; and off-campus permission forms
- Maintain/distribute/print financial records and process business transactions for the department; monitor monthly departmental budget sheets; keep Chair appraised of accounts which are being overextended; process/approve purchase orders with PeopleSoft Financials purchasing; maintain P-card for department and support for faculty purchasing; prepare purchase/disbursement orders, travel authorizations, expense accounts, payroll authorizations; monitor and maintain Xerox copier for department
- Process and maintain confidential faculty materials that include contract letters, faculty activity reports, and promotion and tenure files
- Student hiring, set-up student workers in E-Time, including monitoring work study eligibility and time card approvals
- All arrangements related to summer undergraduate student researchers, including housing, payroll, lab safety training, etc.
- Maintain official departmental records (faculty, student and department).
- Assemble and assist in the analysis of departmental data for periodic reviews and reports. Complete surveys and reports on faculty data and faculty flow, students taught, degrees granted, etc. Compile and prepare data for yearly publications
- Support all faculty hiring efforts
- Event planning and support (i.e. Colloquium/seminars, departmental meetings, major research seminar presentations, open house, lectures etc.)
- Prepare award certificates and disbursement forms for University Recognition Day and Senior Awards Ceremony, awards record keeping
- Assist faculty with sponsored projects and grant management monitoring, including knowledge of NOA details and guidelines, tracking and anticipating spending, acting as liaison with SRS, keeping Pl informed about available funds and timely use of funds, performing periodic queries to identify problems and/or errors in accounting
- Create annual electronic graduate appointment authorizations for all chemistry graduate students, including superseding appointments; assist and support chair of the Chemistry Graduate Committee as needed, maintain and update chemistry program section of the CU Graduate Catalog and Chemistry Graduate Handbook.
- Arrange for preparation of new faculty office and laboratory space; provide primary administrative support for new faculty upon arrival, including but not limited to, phone set-up, computer purchase and OIT support arrangements, One-Cards, including instruction for using purchasing card, on boarding forms, employee photos, relocation benefit; create department website faculty pages; assist and support hiring Pl through Research Associate and Laboratory Technician search and hiring process; provide primary support for Research Associates as new hires and continuing, as needed; create contingency appointments for short-term visitors [Research Scholars, Fulbright Fellows], department emeritus professors, former graduate students and department associated collaborators. Work with other departments [Human Resources, School of Arts & Sciences, OIT, Facilities, Controller, Purchasing, Marketing] to ensure successful completion of tasks.
- Edit & update department web pages on clarkson.edu and all CBS digital content
- Support for all department marketing, outreach, recruitment and retention efforts
- Provide administrative support for Clarkson's Science Cafe
- Assure completion of Lab Safety Training for all undergraduate and graduate students
- All other tasks as assigned
Health & Safety: All staff has a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff is therefore required to adhere to the University’s Health, Safety, and Environmental Policy & Procedures.
DISCLAIMER: The above statements are designed to indicate the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all duties, responsibilities, skills, and qualifications required of personnel so classified
- Communication, written and verbal
- Identifying andsolving problems using judgement and initiative
- Ability to plan, prioritize and self-start
- Cooperation and positive regard for others
Minimal Qualifications: High School Diploma or GED
Preferred Qualifications: Proficiency in software used by the university, such as MS Office, PeopleSoft, Kronos, Moodie, WordPress, Gmail, Google Calendar, Google Drive etc. Ability to handle challenging situations, especially when multiple tasks are required simultaneously. Ability to work independently. Good to excellent communication and organizational skills.
Minimal Qualifications: 3-5 years administrative support staff experience.
Preferred Qualifications: 3 to 5 years support staff experience, preferably in academic setting.
The physical demands characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Special Instructions to Applicants: An equal opportunity/affirmative action employer, Clarkson actively seeks and encourages applications from minorities, women and people with disabilities.
All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).