Administrative Assistant

4 weeks ago


Worcester, United States Clark University Full time

Administrative Assistant

Job Description:
The Department of Mathematics is searching for an Administrative Assistant. This is a full-time, 11 months/year, 40 hours/week, non-exempt position. The Administrative Assistant oversees day-to-day function of the department and reports to the Chair of the department of Mathematics. This individual is the first point of contact for visitors to the department. The Administrative Assistant will provide administrative support to the Department of Mathematics, including faculty, students, and staff.

Primary responsibilities for this position are to manage the ongoing operations of the Department of Mathematics office and budgets, including course and events planning.

Specific responsibilities include, but are not limited to supporting department faculty, students, and staff by:

Performing front-desk reception, including greeting all visitors, students, and faculty, and providing assistance.
Answering phone calls.
Managing budgets for the Department of Mathematics, including the start-up funds.
Assisting with full-time faculty searches and part-time hires.
Submitting supply orders, catering contracts, and purchase orders using SmartBuy Plus for department and faculty.
Assisting the faculty for their reimbursements and travel plans.
Helping compile and distribute personnel cases, ensuring compliance with university guidelines.
Supervising student workers.
Assisting with preparation for department meetings and taking notes.
Tracking and communicating department calendar.
Facilitating communication with faculty and student majors and minors, as well as interested students and alumni.
Coordinating course schedule with full-time and part-time faculty each semester, including attending course schedule meetings, and working with faculty on the schedules.
Working with the Registrar's office in regard to course schedule and classroom requests and assignments.
Inputting new courses and changes to existing courses in Acalog online system.
Coordinating departmental events, managing financial support, reserving rooms, and ordering food from Clark Catering and local vendors.
Planning logistics for campus visitors.


Requirements:
The ideal candidate will have excellent administrative and general clerical skills, the ability to work independently, and will be able to serve a diverse population in a college setting. Excellent communication skills, both oral and written, as well as excellent organizational and decision-making skills.



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