Senior Administrative Assistant

University of Southern Indiana • Evansville, IN

6h • $14

About The Position

Provide administrative assistance to staff and faculty members of the Department Biology and College Administration. Duties/Responsibilities Assist chair in preparation of correspondence, forms, reports, and memos; prepare mailings as needed. Serve as office receptionist and receive and route telephone calls; take messages, schedule appointments, answer inquiries, submit work orders, and deliver/distribute mail/packages as needed. Assist with routine clerical duties such as scanning/copying student materials as requested by faculty, collecting, and scanning syllabi, originating and maintaining advising folders for students, and order textbooks as needed. Assist in the preparation of academic schedules (classes, faculty student advising). Under the Dean’s approval, schedule classes/rooms and enter into Banner each semester; report changes for room/faculty/max to Registrar’s office as it occurs. Assist the Biology Department with SIAASGN for FLP/FTE. Under Dean’s approval, complete faculty office hour schedule per semester and post on web. Communicate with students daily, help resolve issues/problems/situations that may occur. Answer student questions regarding school policy, faculty availability, and general university procedures. Assist faculty members with travel requests, travel expense reports, and scanning receipts and other travel related documentation. Order and maintain inventory of office supplies and forms. Assist chairs and faculty with orders in BuyUSI and monthly reconciliation of purchases made using the Departmental purchase card. Other related duties as assigned.

Requirements

• High School diploma/GED with two years office experience or an equivalent combination of education and experience.
• Knowledge of microcomputers, word processing, spreadsheet, and electronic mail.
• Strong time management, interpersonal, written, and oral communication skills.
• Ability to work with a diverse group of internal and external individuals.

Nice To Haves

• Professional working knowledge of multiple software packages, including Windows 11.

Responsibilities

• Assist chair in preparation of correspondence, forms, reports, and memos; prepare mailings as needed.
• Serve as office receptionist and receive and route telephone calls; take messages, schedule appointments, answer inquiries, submit work orders, and deliver/distribute mail/packages as needed.
• Assist with routine clerical duties such as scanning/copying student materials as requested by faculty, collecting, and scanning syllabi, originating and maintaining advising folders for students, and order textbooks as needed.
• Assist in the preparation of academic schedules (classes, faculty student advising).
• Under the Dean’s approval, schedule classes/rooms and enter into Banner each semester; report changes for room/faculty/max to Registrar’s office as it occurs.
• Assist the Biology Department with SIAASGN for FLP/FTE.
• Under Dean’s approval, complete faculty office hour schedule per semester and post on web.
• Communicate with students daily, help resolve issues/problems/situations that may occur.
• Answer student questions regarding school policy, faculty availability, and general university procedures.
• Assist faculty members with travel requests, travel expense reports, and scanning receipts and other travel related documentation.
• Order and maintain inventory of office supplies and forms.
• Assist chairs and faculty with orders in BuyUSI and monthly reconciliation of purchases made using the Departmental purchase card.
• Other related duties as assigned.

Benefits

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED