Department Assistant

Overview

POSITION OBJECTIVE

Working under general direction, the Senior Administrative Assistant will provide administrative support to the Economics department. Responsibilities include financial oversight, human resources coordination, and faculty support for the central hub. The administrative assistant ensures seamless daily operations while managing high-level responsibilities that directly impact the department's success.

• Oversee the administrative process for faculty recruiting. Advertise the position, send each applicant an acknowledgement letter, create and maintain relevant database information on each applicant, obtain required HR approvals in sequence and in a timely manner. Send periodic letters to all applicants to update them regarding their status. (20%)
• Set up appointments for interviews, seminars and campus visits. Arrange for advertising of all seminars, make reservations for lodging, reserve seminar room, order refreshments and see that invited speakers are reimbursed for their expenses (upon receipt of expense documentation). (20%)
• Oversee and maintain the department budget. Monitor department budget throughout the year, check for potential areas of over-expenditure. Initiate and approve vouchers, requisitions, disbursement, travel expense reports, faculty and staff reimbursements, and other necessary forms. Provide financial reports to faculty including all expenses (travel reimbursements and grants - with financial records). (25%)
• Provide faculty support, including the following. Copying teaching notes as needed, ordering textbooks, making desk copies for reference use in the department and making copies of other research material for faculty. (15%)

• Perform all administrative/clerical duties for the department, including greeting visitors, screening and directing inquiries regarding faculty schedules and courses. Organize and maintain all department files, including financial records, personnel files and faculty correspondence. (5%)
• Create appointment letters for Graduate and Research Assistants and Lecturers. (5%)
• Generate and approve all Graduate Student Payroll forms and tuition waivers and student memo of assistance forms. Responsible for financial aid and budgetary records. Distribute, collect and record all pertinent data for tax and I-9 forms as needed. (5%)
• Proactively identify and implement process improvements to streamline departmental operations and increase efficiency. (5%)
• Order all office supplies, as necessary. Responsible for maintaining good working condition of several pieces of equipment: printers, photocopiers, etc. Responsible for submission and follow-up of work orders, maintenance calls, telephone requests, etc. for the department. Assist faculty with travel arrangements, when needed. Proctor exams as needed. (3%)
• Arrange and attend faculty meetings; prepare agenda, make lunch arrangements, take minutes and prepare them for the chairman's approval and distribution to the faculty, follow up and report back to the faculty on agenda items (as needed). (2%)

• Department/School:
  Daily contact with departments, programs, administration, faculty and staff to assist setting up seminars, campus visits, and budget preparation.
• University:
  Frequent contact with other departments to assist in faculty recruitment, arranging campus visits and managing student payroll processing.
• External:
  Frequent contact with external vendors to make travel arrangements for faculty and visiting guest speakers.
• Students:
  Frequent contact with students who are hired as Graduate Teaching Assistants and/or requesting appointments with department members.

This position has no direct supervision of staff employees.

Experience: Minimum 5 years of related secretarial experience required. Previous experience in an academic institution is a plus.

Education/Licensing: High School education is required. Bachelor’s degree in business administration or in a related field preferred.

Required Skills: Excellent communication skills, both oral and written, as well as interpersonal skills. Excellent…