Administrative Assistant, Humanities, History

2 months ago

Chicago, United States Columbia College Chicago Full time

Position Summary

Directly reporting to the Chairperson of the Department of Humanities, History, and Social Science (HHSS), the Administrative Assistant provides high-level administrative support to the HHSS department. This includes resolving confidential, complex, and time-sensitive matters on behalf of the department and providing administrative and financial support for daily operations and assigned projects. The Administrative Assistant works closely with the Associate Chair, department Dean, Associate Dean, Assistant Dean, and other department staff, faculty, and students serving as a vital liaison for the HHSS department with the Dean’s office, Administrative Services, Accounting, Payroll, and other departments within the College.

Duties & Responsibilities

Work independently to resolve routine and complex inquiries. Maintain Chairperson’s calendar using discretion and managing priorities. Support HHSS personnel searches, including position creation, job descriptions, advertisement, interview logistics, and expense reimbursement while working closely with Human Resources and the Assistant Dean. Assist with full time faculty review processes for Chair, supporting the department Dean as needed. Act as liaison for Chairperson with other departments in the College. Maintain independent project and interdisciplinary major files and student forms for the Chairperson. Assist with scheduling meetings with the Dean, Associate Dean, Assistant Dean, committees, and multiple departments. Work with LAS IT Liaison for departmental technology needs and issues including purchases, repairs, and software updates. Provide departmental financial and budgeting reports as requested, including past, current, and anticipated spending, working closely with Assistant Dean on budgetary matters. Monitor all department accounts, conducting reviews of posted transactions and process corrections accordingly. Follow Procurement, Payroll and Accounting policy and procedures for all department financial matters. Process faculty and staff travel requests; speaker and guest payments; additional pay requests; subscriptions and memberships, etc. Provide administrative and financial support for department’s Study Abroad programs. Maintain supply inventory and purchase according to Procurement policies. Create and track all requisitions submitted for large purchases. Submit/process all faculty copy requests, working with the Print Center as needed. Act as liaison with campus bookstore to process all faculty course related book orders and address any related issues. Assign and manage part time faculty storage spaces. Oversee student workers, which includes hiring, training, budgeting, scheduling, and approving timesheets. Oversee faculty audio/visual needs, assuring that all equipment and media are available and setup as requested. Oversee 360 submissions as needed. Event planning for department events or participation in college-wide events such as Manifest. Oversee social media using College-wide platforms and work with Strategic Communications and External Relations as needed to ensure promotion of events and accomplishments. Perform other related duties and/or responsibilities as assigned or required.

Qualifications

Bachelor’s degree required. 3 or more years of professional experience, preferably in higher education with emphasis in supporting the head of a department or large program. Experience gathering and compiling data, and preparing reports preferred. Experience working with a diverse employee and student population preferred. Advanced working knowledge and skills of computer programs, including but not limited to, Microsoft Office Suite, Adobe Acrobat, etc. Familiarity with budget processes and management. Demonstrated professionalism, discretion, and judgement. Attention to detail and ability to prioritize.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee and is subject to change based on the needs of the department and/or college.

At Columbia, we offer a rewarding work environment for our faculty and staff. We take pride in offering competitive benefits with affordable health, dental and vision coverage; flexible spending accounts; commuter benefit program, life and accidental, death & dismemberment coverage; paid and unpaid leave options; work/life benefits; educational assistance programs; and retirement and financial planning benefits.

We invite you to join our talented faculty and staff and become part of our collective aspiration to ensure Columbia prepares students for success in their creative fields through innovation, engagement and real-world experiences.

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