Office Manager - School of Integrative Biology

Duties & Responsibilities

Departmental & Program Administrative Duties

• Provide administrative support to the EEB Department Head and PEEC Director including but not limited to maintaining calendars for the department head and the department, assisting to establish and administer policies and procedures, assembling data and preparing reports, and organizing events.
• Serve as liaison between the Department Head and Program Director with staff of external units (Grad College), faculty, students, and department and program staff, and with the School of Integrative Biology
• Maintain an operational calendar to alert the Department Head, Program Director, faculty, and students of deadlines, and prepare necessary materials in advance to aid in meeting those deadlines.
• Review the Department Head's email/mail; screening, responding, and redirecting as necessary.
  Compose correspondence requiring decisions based on an overall knowledge of the activities of the Department Head. Follow-up on email/mail received.
• Maintain all departmental and program websites.
• Coordinate EEB and PEEC seminars; contact speakers, make travel arrangements, process reimbursements and honoraria; oversee set up and take down of speaker luncheon and reception.
• Work with the School of Integrative Biology (SIB) Business Office for faculty, staff, guest, and graduate student travel arrangements and reimbursements.
• Serve on committees and attend meetings as a delegate for the department and program as requested.
• Receptionist for the office by answering phones, greeting visitors, answering questions, providing information, and sorting mail.
• Maintain group email distribution lists.
• Other duties as assigned to further the mission of the unit.

Graduate Student Duties

• Coordinate all matters concerning EEB and PEEC graduate programs.
• Duties include but are not limited to compiling and processing application materials, organizing recruitment week/weekend, organizing recruit campus visits, coordinating admission committees, managing students' progress, and maintaining student files and updating grad database.
• Submit appropriate requests and paperwork to the Graduate College pertaining to Prelim Exam Result forms, Final Exam Result forms, Thesis/Dissertation Approval forms as well as verify and certify graduation requirements have been met and submit appropriate paperwork.
• Perform thesis format checks.
• Respond to students' questions.
• Work with EEB Head, Director of Graduate Studies and PEEC Director to disseminate information to graduate students regarding: Graduate College grants and fellowships, school awards, and other awards; and gather information on student support each semester.
• Other duties as assigned to further the mission of the unit.