Departmental Assistant

Rhodes College•Memphis, TN

50d

About The Position

Rhodes College is hiring a Departmental Assistant. The Departmental Assistant position is responsible for providing clerical and administrative support to the Biology Department and other Natural Sciences departments and programs. Job responsibilities include but may not be limited to: Processes assigned materials for the department/program and faculty members (including but not limited to correspondence, memoranda, scholarly articles, surveys, student petitions, records for assessments and the annual report, and class materials). Includes proof-reading and editing tasks, for which effective skills in regard to proper spelling, punctuation, alphabetization and grammar are essential. Performs general receptionist duties such as greeting visitors, answering inquiries, and distributing mail. Handles incoming and outgoing communications (written, telephonic, and electronic) for the department/program in accordance with standard operating procedures. Schedules appointments and meetings and makes travel arrangements and reservations as necessary for department members, seminar speakers, and applicants for job searches. Coordinates reimbursements for department/program visitors. Maintains and expands the department/program website, utilizing current software to ensure that the material on the site is accurate and up-to-date. Keeps current in regard to campus information/communication technology available to staff and faculty. Establishes and maintains filing and record keeping system for the department/program. Monitors inventory of the department/program office supplies and maintains as necessary. Pays invoices related to department/program office supplies. Hires work study students for summer lab work, hires and trains work study students for department/program office work. Assists in maintaining, writing, editing, layout, and publication of the department/program Canvas pages. Operates and maintains a variety of office equipment including personal computers, printers, copiers, calculators and scanners. Utilizes appropriate software on the personal computer as designated by the department/program (e.g. word-processing, spreadsheet, database, web page editors, course management system, and internet search).

Requirements

HS Diploma or GED required.
One year of administrative or clerical experience required OR bachelor's degree required in lieu of experience.
Proficiency with MS Office required.
Excellent written and verbal communication skills required.
Demonstrated ability to multi-task and to work effectively and efficiently with faculty, staff, students, and off campus professionals required.
Demonstrated ability to organize numerous projects, work with attention to detail, consistently meet deadlines, and exercise professional judgment required.
Demonstrated ability to work with sensitive and confidential information required.

Nice To Haves

Experience with layouts and edits of websites and newsletters preferred.

Responsibilities

Processes assigned materials for the department/program and faculty members (including but not limited to correspondence, memoranda, scholarly articles, surveys, student petitions, records for assessments and the annual report, and class materials). Includes proof-reading and editing tasks, for which effective skills in regard to proper spelling, punctuation, alphabetization and grammar are essential.
Performs general receptionist duties such as greeting visitors, answering inquiries, and distributing mail. Handles incoming and outgoing communications (written, telephonic, and electronic) for the department/program in accordance with standard operating procedures.
Schedules appointments and meetings and makes travel arrangements and reservations as necessary for department members, seminar speakers, and applicants for job searches. Coordinates reimbursements for department/program visitors.
Maintains and expands the department/program website, utilizing current software to ensure that the material on the site is accurate and up-to-date. Keeps current in regard to campus information/communication technology available to staff and faculty.
Establishes and maintains filing and record keeping system for the department/program. Monitors inventory of the department/program office supplies and maintains as necessary. Pays invoices related to department/program office supplies.
Hires work study students for summer lab work, hires and trains work study students for department/program office work.
Assists in maintaining, writing, editing, layout, and publication of the department/program Canvas pages.
Operates and maintains a variety of office equipment including personal computers, printers, copiers, calculators and scanners. Utilizes appropriate software on the personal computer as designated by the department/program (e.g. word-processing, spreadsheet, database, web page editors, course management system, and internet search).