Administrative Assistant, Biology - College of Liberal Arts and Sciences

Administrative Assistant, Biology - College of Liberal Arts and Sciences

Join to apply for the Administrative Assistant, Biology - College of Liberal Arts and Sciences role at Lipscomb University

The primary function of this role is to provide general clerical, secretarial, and administrative support for the Biology department. Additionally, this role will have frequent interaction with students on campus.

• Act as Kronos supervisor for student workers each semester
• Manage invoices for ESP (Visa) sign‑offs, collect Visa receipts, scan, assign budget code and business purpose
• Handle conference room and flex space scheduling, reserve rooms, take minutes and provide lunch if necessary
• Manage Dr. Jon Lowrance’s calendar, enter overrides for students, handle room conflicts each semester, and assist in graduating
• Schedule, order, and prepare instructions for students to take the MFT (Major Fields Test)
• Purchase orders for lab equipment and supplies
• People administration for student workers, faculty and staff job postings and hiring
• Assist BMS admin with graduate program budget, admissions inquiries, etc.
• Proctor exams, pick up and deliver mail and packages, order office supplies and chemicals, assist students, welcome visitors and prospective students
• Order office supplies, lab supplies, chemicals; receive shipments; store, distribute; track spending on an Excel spreadsheet
• Check emails for appointment requests, invoices, conference room requests, etc.
• Maintain conference room and flex space schedule
• Track shredding service, pay companies for monthly rentals and services
• Manage department chair’s advising appointment schedule and coordinate with recruiter and admin to avoid conflicts
• Enter and handle class schedule conflicts each semester
• Maintain list of current graduates, communicate department requirements, prepare bulletin board, graduation dinner logistics, invitations, RSVP management, and pull Argos reports
• Schedule, order, announce, prepare instructions, proctor, and track scores for MFT twice per semester
• Handle graduation dinner preparations, gift ordering, decorations, keypads, etc.
• Purchase orders for lab equipment or supplies
• Contracts and paperwork for summer researchers and Langford‑Yates fellows
• Order lab coats for faculty and summer researchers, pick up and deliver
• Order stationery, name badges, business cards, department shirts, gifts for prospective students and graduates
• Assist new faculty/staff applicants; maintain files, schedule interviews, arrange transportation & accommodations
• Prepare department newsletter and arrange for mass mailing to alumni
• Prepare expense reports to reimburse faculty/staff
• Process requests to pay bills for companies not accepting VISA, honorariums for guest speakers
• Maintain Biology faculty/staff call list, notify operators of changes
• Send memos to adjuncts from Provost and Registrar’s office
• Manage class changes (professor late or out sick)
• Assist with room reservations for study day, meetings, etc.
• Manage facilities requests and issues, LCC/AV trouble reports and requests
• Proctor exams when needed
• Keep and distribute papers for students/faculty/staff pick‑up
• Contact Campus Safety for guest parking reservations, lost & found items, etc.
• Maintain first aid kits; trained for AED; in emergencies contact school nurse and/or campus safety
• Assist with deliveries to the department

Entry level

Full-time

Administrative

Higher Education