Administrative Assistant 2, Social Sciences Department

PAF / Position Details

Position Details

Position Title

Administrative Assistant 2, Social Sciences Department

Position Status

Full-Time

Position Summary Information

Job Description Summary

The Administrative Assistant will provide daily secretarial / clerical support to the department chair(s) and faculty in the Social Sciences Department in the College of Education and Social Sciences.

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.
• Prepare syllabi, schedules, exams, manuscripts, distribution lists, flyers, etc.
• 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 all duplicating projects for faculty using FedEx Office.
• Type, edit, and proof complex materials, charts, tables and graphs from rough draft to final form.
• Maintain Excel databases of student files and field sites.
• Independently compose narrative letters with discretion.
• Prepare requisitions for the department(s) and do all appropriate follow up including the bookkeeping for the respective budget(s).
• Work with the Coordinator of COESS Operations to manage departmental budgets.
• Arrange meetings and supervise necessary physical arrangements.
• 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.
• Order business cards, nametags, office wall signs, as directed.
• 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 university software and databases to retrieve data regarding course enrollments, student lists, transcripts, etc.
• Use Microsoft Outlook for scheduling appointments, meetings, etc.
• Submit and monitor key requests and key-related issues.
• Keep current on necessary computer programs through in-house training sessions, i.e., Blackboard, Smart Catalog, Watermark.
• Assist with special projects within the department(s).
• Other job-related duties as assigned.

Minimum Qualifications

A High School diploma or equivalent credentials. Must have typing proficiency with high degree of accuracy and excellent working knowledge of Microsoft Office (including Word, Excel, and PowerPoint).

Must be detail oriented, work well under pressure and possess the ability to effectively meet deadlines. Must be able to communicate effectively both orally and in writing.

Preferred Qualifications

Essential Duties

Work hours

Full-time; typically M-F 8 : 30 - 5 : 00

Posting Detail Information

Posting Number

S01431

Posting Date

07 / 01 / 2024

Closing Date

Open Until Filled

Special Instructions Summary