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Administrative Assistant
2 weeks ago
This position is responsible for performing a variety of administrative/Secretarial activities and function as the first point of contact.
Duties And Responsibilities
Hire and oversee work-study students Organize and implement internal control systems for the department of Computer and Mathematical Sciences ( CMS ) Prepare PO's for office supplies and office equipment; Maintain correspondence and records of all incoming or outgoing documentation from department Assist the CS Graduate Coordinator in preparation of graduate student contracts and any other paperwork required by department Communicate and correspond with other universities, centers, or the general public Develop and maintain records of all students enrolled in the CMS MACS Program Assist Director of Undergraduate Studies in keeping track of all CMS majors and minors Assist in implementing recruitment of the CS MACS program; Convey information to the Chair for the purpose of rescheduling and planning; Locate and contact students; Coordinate outreach efforts to major and minor students in scheduling meeting times with the Director of Undergraduate students Coordinate course scheduling and make changes; Manage and maintain the department budget for CMS and provide budget reports as requested Arrange faculty travel, reimbursements, etc. Distribute book adoption, course forms to faculty and teaching graduate students; Type and file teaching assistant evaluations as part of the outcomes assistant Compile evaluations of the student's thesis proposals for the Director of Graduate Studies Maintain and distribute office supplies to faculty as needed Purchase supplies as needed with approval of Department Chair Prepare contracts Type and/or collect syllabi from everyone and file Create posters, brochures and any other forms utilized to advertise our department activities Assist with processing PO's or work orders; Collect year end reports Maintain and keep a record of all cost incurred for travel, vouchers, purchases, equipment maintenance, copy paper, postage, etc. Pick up and distribute the department mail Maintain regular attendance.
Physical Demands
Repetitive hand motions and prolonged use of computer; Maintain emotional control under stress; Must occasionally lift and/or move up to forty (20) pounds. Sitting for extended periods of time. Kneel, bend, reach and stoop. Walking for extended periods of time.
Preferred Qualifications
KNOWLEDGE , SKILLS , and ABILITIES : Ability to analyze and solve problems Knowledge of basic budget principles Knowledge of SCT Banner Ability to communicate effectively, both orally and in writing Ability to present oneself with a professional presence and demeanor Ability to maintain confidential information and inquiries with discretion Ability to display a keen attention to detail Ability to display a strong working knowledge in excel, word and other basic computer functions Knowledge of office operations, office machines, and other office decorum Ability to maintain exceptional customer service and people skills Ability to establish and maintain effective working relationships with faculty, students and staff Ability to establish and maintain effective working relationships and make contact with officials, students, organizations, and the general public
