Administrative Support Assistant

Mercer University•Macon, GA

2d•Onsite

About The Position

Mercer University is searching for an Administrative Support Assistant for Biology and Physics in the College of Liberal Arts and Sciences. The office is located in the Godsey Science Center on the Macon campus. The Administrative Support Assistant provides comprehensive administrative support for both the Biology and the Physics Departments. Serving as the central point of contact for faculty, staff, students, and visitors for these two departments, the Administrative Support Assistant plays a key role in the coordination of departmental operations, event planning, and academic programming. Operating under direct and indirect supervision, responsibilities include ordering and managing supplies, keeping an inventory of office computers and coordinating updates of them, assisting new faculty with their office needs, budgeting for departments and R&D monies, tracking majors, answering telephone and greeting visitors, handling requests from faculty and students, facilitating departmental events planning, reviewing departmental web pages for needed updates, hiring and supervising work study students, room scheduling, assisting Chairs in recruiting faculty, completing or providing forms requested by the Dean's Office, and performing daily operations (copying, etc.).

Requirements

A High School Diploma/GED
One year of prior administrative support experience
Ability to use MS Office Suite (including Word, Excel, and PowerPoint)
Strong interpersonal skills with the ability to build and maintain positive, professional relationships with faculty, staff, and students
Excellent written and verbal communication skills, with the ability to compose clear and professional correspondence and effectively convey information across a variety of audiences
Demonstrated organizational and time management skills, with the ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment
Proficiency in standard business technology, including Microsoft Office Suite (Word, Excel, Outlook), and general internet usage for research, scheduling, and coordination activities
Ability to work with and learn a variety of software systems and databases, including enterprise platforms such as Workday and Anthology
Working knowledge of spreadsheets, including the ability to review, interpret, and respond to data requests originating from administrative offices such as deans’ offices
Basic understanding of budgeting and accounting concepts sufficient to support routine financial processes
General familiarity with contemporary technology and the ability to collaborate effectively with technical support teams to resolve issues or support operational needs

Nice To Haves

Bachelor's degree in any liberal arts field, but particularly one in the Natural Sciences (Chemistry, Biology, Physics) or related STEM fields (Engineering, Mathematics, Computer Science)

Responsibilities

Provide day-to-day administrative assistance to both departments
Serve as primary point person: answer telephones, greet and assist visitors, and respond to faculty and student inquiries
Perform general office operations such as filing and copying
Assist with making university-related travel arrangements for faculty and prospective faculty, when requested
Monitor and reconcile departmental budgets and Research and Development (R&D) funds
Process purchase requests and manage departmental office supplies inventory
Coordinate travel reimbursements, purchasing and financial documentation
Provide monthly budget reports to chairs and dean's office
Hire, train, and supervise work-study students
Support faculty recruitment by assisting Department Chairs with scheduling, communication, and candidate visits
Complete and submit forms requested by the College of Liberal Arts Dean's Office
Organize logistics for departmental events, student gatherings, and other co-curricular programming
Serve as liaison to various campus offices, such as Campus Reservations, Aramark/Food Services, and National Services in support of program and event coordination