ADMINISTRATIVE ASSISTANT

Duties and Responsibilities

This position provides administrative support to two units : the English Department (60%), and the Global Studies Program (40%)

For the English Department : Assists Graduate Program Director (GPD) with maintaining records, scanning and copying documents, assigning student substitutes to cover classes, corresponding with individuals inside and outside the University

Assists in graduate student recruitment, admissions, registration, and testing, and enrolls graduate students into classes requiring permission

Supports faculty members of the Graduate Program Committee in use of relevant systems

Manages the calendar of the GPD as well as scheduling student advising appointments; manages expenses and reimbursements for the Graduate Program

Assigns graduate student substitute to cover classes

Welcomes visitors, screens telephone calls, distributes incoming mail, and answers various questions from students and faculty

Makes arrangements for events and meetings; reserves campus space for faculty; maintains schedule for Department Library

Maintains and updates Department website

Produces and distributes the Department’s monthly newsletter and contributes to its social media efforts

Works directly with the GPD and the Graduate Students to make sure they have the resources they need

Functions as Department data steward, managing computer scans and securing sensitive data

Supports endowed chairs by coordinating special events, making travel arrangements, purchasing equipment, etc.

For the Global Studies Program :

• Manages the major / minor listserv; duties include editing, proofreading, and circulating emails to Global Studies students and faculty on a regular basis (sometimes several times a week);
• Manages administrative tasks such as completing room reservations, scheduling classes, maintaining records, scanning and copying documents, processing payments, placing catering orders, purchasing office supplies, performing milestone checks for graduating students, and similar administrative tasks as required by the program director;
• Manages the Program’s website;
• Provides student record information to the director as needed for graduation verification, membership in the Global Studies honor society (SIR), and graduation honors;

manages the induction process for SIR, including collecting and sending payments, printing and organizing, certificates, and preparation of induction kits for honors and SIR

• Includes representing the Global Studies Program at some open houses and campus events
• Minimum Education and / or Work Experience High school diploma or equivalent and one to three years of relevant experience;

some positions may require additional experience. Qualifications N.A. Certificates / Credentials / Licenses None Computer Skills Intermediate MS Word processing, MS Excel, Google office apps.

Adept use of internet, email, social media, and other online systems. Ability to maintain departmental websites in English and Global Studies.

Supervisory Responsibilities No Required operation of university owned vehicles No Does this position require direct animal or patient contact?

No Physical Demands Repetitive Motions Working Conditions Irregular Hours, None