Academic Administrative Assistant I, Social Sciences
Full Time
Portsmouth, OH 45662
Posted
Job description
Position Information
Position Title
Academic Administrative Assistant I, Social Sciences
Job Category
Support Staff
Employment Status
Full-time
Months/Year Schedule
12
Hours/Weeks Schedule
40
Job Description Summary
JOB
PURPOSE
STATEMENT
Under general direction the Academic Administrative Assistant I, Social Sciences provides administrative support to the Chair, faculty and students such as composing and typing correspondence, photocopying, managing the office and departmental records as well as overseeing the student worker. This position also makes purchases of equipment and classroom materials and facilitates travel for faculty and students.
Principal Duties and Responsibilities
FUNCTIONS
- Provides administrative assistance to the Department Chair
- Provides administrative assistance to the faculty
- Provides administrative assistance to students, staff and general public
DUTIES AND RESPONSIBILITIES
- Provides administrative assistance to the Department Chair
- Composes and types complex correspondence, memoranda and contracts. May sign simple correspondence.
- Researches responses to inquiries, compiles data, prepares reports, gathers statistics and may compile in report form according to departmental need. Helps Chair with annual report and program review, develops a variety of CARS reports, maintains faculty workload reports, maintains CARS database of the Social Science student advisor assignments, and coordinates advising appointments that the Chairperson assigns.
- Develops and maintains departmental record keeping and filing systems. Develops advertising and mailing lists for productions and exhibitions.
- Maintains Chair’s calendar, scheduling meetings, appointments, and completing travel arrangements for the Chair and faculty candidates. Assists in monitoring area budget and authorizes routine expenditures. Helps compile class schedules and room assignments. Purchases equipment, consumable supplies and manages budget expenditures for the department including the department’s general operating budget and lab fee budgets. Maintains purchasing card expenditures, approvals documentation and reconciliations for those with Pcards. Assists with Bear-e-Buy system, travel accommodations and reimbursements, and request for payment forms for the purchase of all instructional supplies and services. Maintains inventory of equipment.
- Supervises student employee, sets up office procedures and coordinates daily work.
- Performs other administrative duties intended for the department as a unit and the Chair, including opens, sorts, records, and distributes mail; prepares materials for mailing; may hand deliver interdepartmental correspondence; orders and stocks office supplies; photocopies and assembles materials; operates standard office machines; and troubleshoots problems with IT when needed.
- Provides administrative assistance to the faculty
- Types correspondence and recommendations for students and faculty. Types contracts and memoranda, helps with mailing materials, travel arrangements for faculty and guest and for classroom and club travel. Prepares limited term contracts for adjuncts and related HR forms for student employees.
- Helps faculty with advertising and mailing lists for department sponsored clubs and activities. Assists faculty with notifying students that classes are cancelled, makes records of syllabi, office hours and sick (and personal) days, assembles and distributes faculty office hour spreadsheets each semester, and collects and submits all student employee timesheets.
- Performs other administrative duties for faculty as needed.
- Helps with typing, printing and formatting tests. Assists with printing and photocopying publication materials and materials for scholarly presentations.
- Provides administrative assistance to students, staff and general public
- Answers and screens calls and greets visitors with discretion and judgment by using knowledge of university policies and procedures.
- Helps students and others with information regarding faculty schedule and office locations.
- Provides general information to students regarding how to declare a major, how to obtain and advisor, and what majors are housed in the department. Orients new students to the department and coordinates advising appointments for chairperson and faculty.
Minimum Qualifications
MINIMUM
QUALIFICATIONS
(
EDUCATION
AND
EXPERIENCE
)
- Some College or post high school education
- Two to three (2-3) years related experience
Knowledge, Skills & Abilities
MINIMUM
JOB
KNOWLEDGE
,
SKILLS
&
ABILITIES
- Ability to type at acceptable levels of speed and accuracy
- Ability to produce spreadsheets and/or documents using current software programs; proficient with Microsoft Office products.
- Strong administrative skills, including the use of correct grammar, punctuation and spelling
- Ability to complete work assignments while responding to frequent and varied interruptions
- High level interpersonal and communication skills necessary to interact effectively with variety of publics
- Strong organizational skills necessary to coordinate calendars and schedules
- Good filing, record keeping and analytical skills
Preferred Qualifications Summary
PREFERRED
QUALIFICATIONS
Some general knowledge of the discipline area (e.g., Social Sciences)
Working Conditions Summary
Normal office environment with little exposure to excessive dust, noise and the like. Open office environment with distractions.
Institutional Statement
SSU
seeks individuals who share our commitment to students as our first priority.
AA/EOE Statement
Shawnee State University is an Affirmative Action/Equal Opportunity Employer. The University prohibits discrimination against any individual because of race, color, genetic information, religion, age, disability, national origin, ancestry, sex, pregnancy, sexual orientation, gender identity, veteran status or military status.
Posting Detail Information
Posting Number SUP-P188 Number of Vacancies 1 Desired Start Date 02/13/2023 Position End Date Starting Salary 15.02 Open Date 01/17/2023 Close Date 02/08/2023 Open Until Filled No Special Instructions to Applicants
For best consideration, applications should be provided by February 8th, 2023. Interested candidates must apply online to this Posting by clicking the
Apply for this Job link above and uploading your:
- current resume;
- a cover letter to Human Resources specifically addressing how your qualifications meet the posted requirements of the position;
- and in the Professional References section of the application enter a minimum of three references who can confirm your experience and abilities to perform the responsibilities of this position.
Anticipated hire date for this position is on or after February 13th. Shawnee State offers a competitive starting salary (commensurate with overall qualifications) including an attractive benefits package (see
Overview of Employee Benefits for more information).
Employment with the University is dependent upon BOT budget approval.
Background check is required prior to hire.
Employment with the University is dependent upon BOT budget approval.
Background check is required prior to hire.
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