Administrative Officer

About the OpportunityJOB SUMMARYUnder the guidance of the Chair, the Administrative Officer provides administrative support for the operation of the English Department. This includes supporting the Chair in managing multiple budgets, in addition to helping manage the budget of faculty members with external grants; scheduling courses; managing the office; maintaining all personnel files; and coordinating materials for merit, tenure and other faculty reviews. They coordinate all departmental reporting requirements; identify, gather, and analyze data for departmental initiatives, and produce reports and budget requests. The Administrative Officer serves as the first contact for new departmental hires and coordinates faculty searches, visitors, and hiring of part time employees.The Administrative Officer also supports the Writing Program. This includes supporting the program director in managing the budget; scheduling courses; and identifying, gathering and analyzing data for program initiatives, reports and budget requests.QUALIFICATIONSBachelor’s degree in related field required, Master's preferred, with five or more years of progressively responsible administrative support experience in a fast-paced and service-oriented environment or relative combination of education and experience required. Ability to work in a flexible and innovative environment with an expanding role and shifting responsibilities.Strong interpersonal and written communication skills (including very strong writing and proofreading skills) required.High degree of diplomacy, customer service and organizational skills required.Ability to handle multiple tasks, set priorities, respond to last minute requests, solve problems, act with discretion, adapt to change, and maintain professional demeanor at all times. Willingness to be proactive, take initiative and ownership.Ability to work independently and as part of a team. Sound judgment and ability to deal effectively with matters of highly visible and confidential nature is essential.RESPONSABILITIESProvide administrative management for the department and related programsServe as first point of contact for faculty, staff, students, and visitorsPrepare, process, and maintain departmental records, including personnel files, curriculum materials, student evaluations, tenure materials (including preparing tenure and promotion dossiers when needed), sabbatical proposals, merit evaluations, and other needed documentation.Disseminate information to and from all faculty membersAssist the Department Chair and directors with projects as neededParticipate in appropriate university training sessions for financial and human resources activities and other tasks. Process all personnel transactions including hiring of part-time faculty, work study students, and extra compensation.Process departmental financial transactions including invoices, reimbursements and corporate card reconciliations and journal vouchers. Serve as the department contact with the Dean's Office, Human Resources, and Accounts' Payable for financial and personnel transactions.Hire, schedule and train work-study and co-op students.Supervise Administrative Coordinator and ensuring their success with responsibilities.Order supplies, equipment, textbooks, and other supplies as needed. Respond to inquiries and answer correspondence in a professional and timely manner.Track office assignments and assist with office relocation logistics as needed.Support events and programming and coordinate with Dean’s Office contacts as needed to ensure effective execution from start to finishTake initiative to provide a high-quality experience for event attendees and provide excellent customer service to attendees, speakers, and vendors. Maintain the Department's websites and manage marketing and communications tasks including e-mail, newsletters, social media, publications, and marketing materials.  Position TypeGeneral Administration