Chemistry - Administrative Assistant II

University of Central Oklahoma•Edmond, OK

13h•Onsite

About The Position

Provide secretarial and administrative support for one or several department professionals or offices. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. May be responsible for departmental budget; managing calendars and appointments; event and meeting planning. The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Greets and screens visitors and phone calls; relays messages, responds or takes necessary action or refers to appropriate person for resolution. Attends meetings and seminars to take notes. Oversees the daily operations of the office which may include supervising support staff and students and conducting necessary office training. Responsible for working in Paycom for hiring forms, timecard approval, personnel action forms, and termination forms for student office workers and lab assistants. Oversees student employees' schedules and absences from lab assisting. Trains students on entering time cards electronically. Makes arrangements for student office workers and lab assistants to attend training for professional development. Track student payroll for budgeting purposes and adjustments in pay rates. May be responsible for creating on-line job requisitions for employment and Request for Support Staff/Professional Changes (RSP) forms for employee changes. Trains new faculty in workroom policies and copier functions. Communicates and assists students, faculty and administrators on University policy matters. Gathers information and prepares various reports, correspondence, and memorandums; researches and resolves issues. Prepares special or confidential reports and assists with special events, projects or surveys. Assumes responsibility for small projects and oversees such projects through to completion. Maintains department files. Maintains appointment calendars for chair and faculty involved in advising students. Maintains departmental alumni database with assistance from faculty for annual and periodic reports. Maintains ACS exam files, materials, and scanner with the assistance of the Assessment coordinator. Also runs individual scantrons through scanner for faculty's daily quizzes when needed. Maintains and provides suggestions for changes in the departmental operations budget. Provides monthly updates on operations budget and reconciles department tracking with university budget reports. Prepares purchase requisitions and tracking through payment of invoices. Responsible for purchases and invoices. Must have knowledge of University requisitioning and purchasing procedures. Attends meetings and training of University policies and procedures when needed, especially with Purchasing, Procard, office supplies, and print services. Orders and maintains inventory of supplies and equipment. Maintains log of departmental locker rentals to students. Communicates and coordinates with building captain on custodial issues, work orders, key requests, and general reported issues concerning our department. Oversees scheduling for meetings in classrooms and conference room. Assists department chair and assistant chair in creating department course schedules and entering schedule into Banner. Provides weekly updates on section enrolment. Gathers class status reports through enrollment periods for chair and assistant chair and prepares and submits course change requests as needed. Enters instructor/department/prerequisite permissions or over-rides in Banner during student enrollment and add/drop periods. Assists faculty with paper and online travel approvals and necessary reservations and quotes. Works with Chemistry Club sponsors for group travel for students. Assists department chair with data gathering and preparation of department annual reports and ACS annual and periodic reports. Performs other related duties as assigned.

Requirements

General education or vocational training.
3+ years relevant experience in chosen field or equivalent combination of education and experience.
Good supervisory skills.
Literate in computer usage and word processing including but not limited to Word and Excel.
Knowledge of basic office procedures and practices.
Excellent telephone etiquette, communication, interpersonal and public relations skills.
Ability to work well with others fostering a positive working relationship.
Ability to operate office equipment.
Ability to accurately type.
Ability to multi-task.
Demonstrates a warm and caring professional service-oriented attitude.
Must be self-motivated.
Ability to listen and synthesize directives.

Nice To Haves

Bachelor's degree.
Experience in a higher education environment.

Responsibilities

Provide secretarial and administrative support for department professionals or offices.
Handle correspondence relating to a department or program.
Perform sorting and filing tasks.
Answer the phone, take messages, and disseminate information.
Open, sort, distribute, collect, and deliver mail.
Post and record data.
Produce documents of various complexity.
Make contacts of a sensitive, complex, and confidential nature.
Provide services to customers, assisting them in securing needed information and documents.
Manage departmental budget.
Manage calendars and appointments.
Plan events and meetings.
Greet and screen visitors and phone calls.
Relay messages, respond, take necessary action, or refer to appropriate person for resolution.
Attend meetings and seminars to take notes.
Oversee daily operations of the office, potentially supervising support staff and students.
Conduct necessary office training.
Work in Paycom for hiring forms, timecard approval, personnel action forms, and termination forms for student office workers and lab assistants.
Oversee student employees' schedules and absences.
Train students on entering time cards electronically.
Make arrangements for student office workers and lab assistants to attend training for professional development.
Track student payroll for budgeting purposes and adjustments in pay rates.
Create on-line job requisitions and Request for Support Staff/Professional Changes (RSP) forms.
Train new faculty in workroom policies and copier functions.
Communicate and assist students, faculty, and administrators on University policy matters.
Gather information and prepare various reports, correspondence, and memorandums.
Research and resolve issues.
Prepare special or confidential reports.
Assist with special events, projects, or surveys.
Assume responsibility for small projects and oversee them to completion.
Maintain department files.
Maintain appointment calendars for the chair and faculty involved in advising students.
Maintain departmental alumni database.
Maintain ACS exam files, materials, and scanner.
Run individual scantrons through scanner for faculty's daily quizzes.
Maintain and provide suggestions for changes in the departmental operations budget.
Provide monthly updates on operations budget and reconcile department tracking with university budget reports.
Prepare purchase requisitions and track through payment of invoices.
Handle purchases and invoices.
Attend meetings and training of University policies and procedures.
Order and maintain inventory of supplies and equipment.
Maintain log of departmental locker rentals to students.
Communicate and coordinate with building captain on custodial issues, work orders, key requests, and general reported issues.
Oversee scheduling for meetings in classrooms and conference rooms.
Assist department chair and assistant chair in creating department course schedules and entering schedules into Banner.
Provide weekly updates on section enrollment.
Gather class status reports through enrollment periods for the chair and assistant chair.
Prepare and submit course change requests.
Enter instructor/department/prerequisite permissions or overrides in Banner during student enrollment and add/drop periods.
Assist faculty with travel approvals and necessary reservations and quotes.
Work with Chemistry Club sponsors for group travel for students.
Assist department chair with data gathering and preparation of department annual reports and ACS annual and periodic reports.
Perform other related duties as assigned.