Administrative Assistant -- Chemistry Department
Essential Duties and Responsibilities
This position will provide administrative and clerical support for the department chair, faculty, and staff.
Serve as receptionist for the Department Chair and the main office;
Welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls;
Be responsible for the office organization and for providing a neat, organized and welcoming environment;
Provide guidance to students regarding scheduling appointments, faculty availability, assigned advisors, soliciting signatures for documents (cross-registrations, course approval, study-travel, etc.).
Arrange travel for faculty, staff, and students:
Coordinate travel reservations (airplane, van/car rental, etc.) with the College travel agent;
Process registrations, expense reports, and per diems for faculty and staff;
Coordinate arrangements for student trips such as establishing contacts with host facilities and arranging transportation and housing;
Process student travel forms including release forms, travel insurance, per diem, and registration.
Maintain the Department budgets:
Process requisitions for supplies;
Conduct follow-up on all financial processes including obtaining necessary signatures, track the status of requisitions in Banner, verifying delivery of items, and processing invoices;
Prepare check requests for reimbursable expenses;
Maintain budge spreadsheet of faculty and staff travel expenses;
Maintain the budget spreadsheets for each account;
Maintain copies of all financial documents related to purchases.
Maintain inventory of office and instructional supplies, including printer cartridges, paper, and other items for the departmental and faculty offices and laboratories;
Order supplies as needed and verify the receipt of all orders;
Provide regular feedback to requester on status of outstanding orders, check requests, etc.
Maintain copies of all financial documents.
Provide administrative support to department chair, faculty and staff.
Update and maintain files of purchases and other documents including computer based files and databases; also provide copies to the department chair/director for record keeping purposes;
May assist in the preparation, submission, and follow-up of proposals and budgets (word processing, data gathering, etc.) submitted by the department;
Carry out clerical duties such as copying, typing various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes), and mailings;
Coordinate mail and express shipping receipt and delivery, including collecting and distributing faculty mail on a daily basis;
Process faxed, e-mail, or web-based applications and materials;
Act as minute taker for departmental meetings and retreats;
Prepare departmental literature (course sequence handouts, brochures, directory display, handbook, social media etc) before the beginning of each academic year;
Prepare periodic newsletters and/or flyers for distribution in the department;
Prepare documents needed for departmental meetings;
Maintain student records (including advising notes, summer school approvals, and other approved forms);
Maintain database of majors and graduates;
Maintain list of textbooks used by department faculty and submit the list to the Spelman bookstore before the beginning of the semester;
Manage department records located in the shared-drive (student records, faculty/staff curriculum vitae, annual reports, syllabi, department minutes, etc.);
Post pertinent department advertisements via email and social media.
Coordinate and manage student hiring for general college and special projects:
Submit the needed hiring paperwork;
Submit check request for student stipends;
Collect the needed documentation to verify student’s work and progress.
Maintain inventory of and order office supplies, instructional supplies, and equipment:
Ensure that electronic devises are charged or have batteries as needed;
Maintain a log for devices that have been checked-out by faculty;
Coordinate with MIT for updates and the installment of needed software for lab computers and iPads.
Make arrangements for Department events and visitors and manage department announcements:
Create flyers and disseminate information regarding the event via email and social media;
Coordinate parking and campus access with Public Safety;
Reserve facilities, coordinate meals and/or refreshments;
Process needed requisitions and check requests.
Monitor the status of the facilities (classrooms, laboratories, office area) and make arrangements for needed repairs (e.g., notify Facilities Management if something is not functioning properly).
Keep a daily-log of activities performed and meet with supervisor biweekly to discuss progress.