Natural Sciences Administrative Assistant
- - Natural Sciences Collegium
- St. Petersburg, FL, USA
- Full Time
ECKERD COLLEGE JOB DESCRIPTION
Department: Natural Sciences Collegium
Position Number: 000282
Position Title: Natural Sciences Administrative Assistant
Immediate Supervisor/Title: Natural Sciences Collegial Chair
FLSA Status: Non-Exempt
Position Summary (briefly describe the general purpose of the position)
This position provides secretarial assistance to the chairperson and professors of the Natural Sciences Collegium (Biology, Chemistry, Computer Science, Geoscience, Marine Science, Mathematics, and Physics). The secretary serves as the receptionist, office manager, supervise work scholars, and handle bookkeeping for the Collegium. This position requires strong skills in written and oral communication, office organization, spreadsheet, and word processing. Excellent interpersonal skills and the ability to handle diverse assignments in a fast-paced environment are necessary.
Essential Functions (list primary functions of the position with the percent of time generally allocated to each)
o Track budget & expenditures for all Collegium including discipline lines and, grants.
o Process reimbursements, invoice payments, account transfers, cash advances.
o Track and approve financial transactions through Banner, keeping Chair abreast of general budget activity.
o Record, code, and reconcile monthly P-card expenditures.
• Office Management
o Serve as receptionist and greeter for collegial office and is primary contact person for the Collegium
o Responsible for larger projects and meeting campus deadlines which include: course descriptions for new catalogues, bookstore orders, course offerings, website maintenance, desk-top publishing
o Coordinate faculty search process including creation/maintenance of candidate; tracking applicant records; scheduling job candidate interviews and accommodations; communicate with applicants as required.
o Coordinates occasional collegial events, luncheons, collegial bulletin boards.
o Order office supplies for faculty, collegial office, and laboratories.
o Oversee use of NAS equipment, including computer equipment and videos, and maintain a sign-out/return system.
o Perform daily office duties including but not limited to mail distribution, photocopying, faxing, answering phones, overseeing student work scholars, and filing.
o Provide back-up clerical assistance for Galbraith Marine Science faculty in secretary's absence.
o Ensure that leave and time entry is performed on a timely manner.
o Assist Chair with all administrative collegial business
o Perform administrative duties related to mentor assignments, class schedules, and other key collegial activities
o Keep master lists of classes, professorial office hours, mentor assignments, a current calendar of meetings, paydays, special events, and deadlines, and sends out reminders as required.
o Maintain files for the collegial office, including correspondence, and other special projects
o Prepare correspondence, manuscripts and exams (electronically) as needed to support the educational program, with priority given to documents required for classes and laboratories; this includes proofreading, editing, copying, and faxing as necessary.
o Assist professors with miscellaneous "rush" jobs.
o Maintain a file of previous and current syllabi.
o Keep forms necessary to perform office duties (work order, schedules, new course proposal, etc.) for use by professors.
o Direct student and visitors to their appropriate destination.
o Maintain a working knowledge of important campus contacts and general office information (i.e. registrar's office, business office, campus safety and security, etc.).
o Perform other duties as assigned by supervisor.
Position Directly Supervises (Student Office Assistants)
Minimum Qualifications (knowledge, skills, and abilities needed upon entry into the position)
• Knowledge and skills
o Excellent interpersonal skills including the ability to keep certain information confidential.
o Excellent command of the English Language, both written and oral.
o Excellent organizational and time-management skills and efficient multi-tasking ability interfaced with public interactions.
o Microsoft Excel, Word, PowerPoint, Access, and their equivalents.
• Ability to
o Perform secretarial and clerical duties with speed and accuracy, prioritizing tasks and completing work in a timely manner.
o Use initiative and exercise good judgment.
o Use a team-oriented approach to solve problems.
o Maintain a good relationship and professional demeanor with students, faculty, staff, and the general public.
• Graduation from high school or the equivalent, supplemented by secretarial training, courses, and/or workshops. Some college preferred.
• A minimum of two years of work experience in an office performing secretarial or related administrative duties.