The Administrative Assistant position will provide clerical and administrative support to department chairs and faculty in Physics, Chemistry and Biology. The administrative assistant also acts as a primary point of contact for students and visitors to these Departments.

Responsibilities

Responsible to model the University Mission through dedicated job performance, service excellence to constituencies, respectful collaboration and active support of the University's Mission and Catholic and Lasallian higher education.

* Be available in office during assigned times.

* Track, collect, and file all syllabi and submit to the Dean's Office by deadline.

* Collect and submit all book orders to the Bookstore from faculty by deadline and act as liaison with Bookstore textbook manager.

* Coordinate and maintain duplicating projects for faculty.

* Type and edit complex materials, charts, tables, and graphs from rough draft to final form.

* Independently compose narrative letters with discretion.

* Assist with procurement and reimbursements, including preparing requisitions for the department(s) and doing all appropriate follow up including tracking purchases and bookkeeping for the respective budget(s).

* Arrange and schedule meetings and appointments and supervise necessary physical and electronic arrangements. Take minutes at department meetings, as needed.

* Assist in making arrangements for and promoting department events and speakers

* Act as liaison between students and faculty in the department(s), disseminating accurate information and scheduling appointments when necessary.

* Answer telephone inquiries giving prompt and accurate information to students, faculty/staff and the public in a professional and courteous manner. Follow-up when appropriate.

* Direct students and/or the public to the appropriate locations on campus to address their particular needs.

* Route incoming mail.

* Inventory and order office supplies on an as-needed basis.

* Maintain a clear and consistent filing system that allows for quick retrieval of materials and information through e-files/electronic databases and/or paper.

* Use Banner to retrieve data regarding course enrollments, student lists, transcripts, department and grant budgets, etc.

* Submit and monitor key requests and key-related issues.

* Keep current on necessary computer programs through in-house training sessions, e.g., Blackboard, Smart Catalog, Banner.

* Assist with special projects within the department(s).

* Other job-related duties as assigned

Minimum Qualifications

* A high school diploma or equivalent credentials.

* Strong customer service, oral, and written communication skills

* Computer and related skills, including data entry and proficiency with Word, Excel, PowerPoint, and Outlook

* Strong organization and time management skills with the ability to balance multiple tasks, meet deadlines, and maintain confidentiality

* Attention to detail

* Work well as part of a team and independently

Preferred Qualifications

* Two years of experience in a clerical or administrative assistant role

* Experience with Banner or a similar platform

* Experience working with diverse populations, especially diverse student populations

* Familiarity with multiple social media platforms

Essential Duties Work hours

Full time (in person)