Academic Office Assistant, Science Center

4 weeks ago

Clinton, Iowa, United States Hamilton College Full time

The Academic Office Assistant is primarily responsible for providing a broad range of secretarial and administrative support for departmental faculty (administration and staff) and coordinating office communication. These responsibilities include word processing documents, assisting with faculty job searches, internet research as it relates to classroom needs, spreadsheet preparation, oversight of student help, telephone coverage, maintaining departmental paper and computer files, working with outside vendors and other academic and administrative offices on campus.

This is a full-time, non-exempt position with a pay range of $ $19.00 per hour.

Responsibilities

  • Routinely greet those who visit the department, or other personnel of the college, by phone, in person or through electronic media. Assesses visitors' needs and explains services, processes, procedures and guidelines. Handles requests/transactions or directs the person or matter to the proper sources. Assists in resolving problems and ensuring satisfactory results.
  • Use a personal computer and a variety of office software applications including word processing, email, and file management. May be required to prepare documents in Word or use predefined templates and form letters such as, class materials, general correspondence, letters of recommendation, minutes of meetings, announcements, grants, reports, etc. May be required to create and/or maintain files in Excel, PowerPoint or other databases.
  • Assist department Chair with job searches. Initiates search and maintains database of applicants; acknowledges applications; posts general information on status of search; sends rejection notices to applicants; keeps accurate records of each applicant's file. Schedules interviews, prepare itinerary, and makes travel and accommodation arrangements.
  • Assist in creating or maintaining the department's web pages and use web publishing software to create documents and other web-based resources
  • Operate office equipment such as printers, copy machines, fax machines. May serve as liaison with service and vendor personnel. Reports repairs with regard to building maintenance to Physical Plant.
  • Provide direct or indirect assistance to academic functions and services. These include but are not limited to class scheduling, administration of student records, test administration and scoring, supporting counseling/advising services, faculty office hours, appointments and meetings. May make and follow up on travel arrangements for faculty/administration and guests.
  • Perform data gathering activities under the direction of the Faculty supervisor and may prepare reports or summaries of information.
  • Serve as receiver of mail or correspondence for the department. Opens or reviews correspondence and determines proper disposition.
  • Responsible for office and classroom supplies and inventories. Tracks status and orders, purchases, maintains or distributes as needed.
  • Maintain documents and be responsible for developing or modifying filing practices, including use of electronic rather than paper records.
  • Coordinate and organize meetings, and other department activities and functions. May schedule or obtain use of rooms and may set up rooms and equipment for use. Organize luncheons, meetings, receptions etc. as needed.
  • Handle and track financial matters related to the maintenance of the department budget. May be required to reconcile and monitor appropriate department budget lines.
  • Attend and/or participate in meetings and committees and may take minutes or notes and perform follow-up activities
  • Assist with student employment. Compile work and set priorities for student(s) to help in the preparation of classes, distribution of mail, photocopying, etc.
  • May perform all or some of the functions above and other related duties as assigned.

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