Administrative Assistant - Department of Biological Sciences

Position: Administrative Assistant

Department: Biological Sciences

Status: Full Time

Position Summary:

The Administrative Assistant reports to the Chair of the Department of Biological Sciences program, provides administrative support to the department and interacts daily with administration, faculty, students, visitors, outside organizations and the public. This position requires an individual who can multitask and prioritize effectively in order to balance the daily demands of a busy office while completing regularly assigned tasks in a timely manner, with accuracy and attention to detail. S/he will be expected to demonstrate a confident and professional demeanor, and exercise diplomacy, discretion and tact in the course of duties. A self-starter with excellent customer service skills, a positive attitude and a keen willingness to learn is needed.

Applications will be reviewed upon receipt.

Essential Duties and Responsibilities:

• Serve as the key contact person for the department via phone, email and in person

• Maintain departmental files, including information on prospective students, currently advised students, and alumni; financial files; faculty/staff evaluations; and general miscellaneous files

• Hire and manage Institutional and Federal Work Study student workers for the department; prepare and track payroll (25+ students).

• Work with the biological sciences GAs on various projects on an as needed basis

• Maintain departmental budget using Excel spreadsheet and Ellucian Colleague Finance software to track, balance, and verify departmental accounts/expenses

• Facilitate and maintain accounting records for Work Orders, Purchase Requisitions and Orders, Travel Requests/Reimbursements, and similar items

• Place all orders for laboratory materials and chemicals (supporting 10 full-time faculty members); to include negotiating prices and obtaining quotes from different vendors

• Receive and inventory shipments of supplies and equipment, and ensure materials are delivered and stored in the proper lab (including refrigerator/freezer items)

• Process all interoffice and external mail for the department

• Maintain accurate advisor lists for faculty; assign appropriate advisors to new and transferring students; prepare student/advisor files for each new student; update Colleague accordingly

• Act as witness during any faculty/student disciplinary meetings

• Record and transcribe notes from disciplinary and departmental meetings

• Process and facilitate departmental HR paperwork to include contracts, pay requests, change in employment and termination documents, and managing job postings in Taleo (ATS)

• Serve (through Facilities Management) as the coordinator for all service and maintenance issues regarding office equipment, repairs, or alterations

• Prepare reports as requested by the department chairperson

• Uphold and abide by all policies, procedures and regulations established by the Department Biological Sciences and Campbell University including Title IX, and Information Security including, but not limited to; FERPA and other state and federal guidelines.

• Maintain a professional appearance and demeanor at all times

• Other duties, responsibilities and activities may change or be assigned at any time with or without notice

Education/Experience:

• High school diploma/GED required

• Bachelor''s Degree, preferably in Biological Science or related field; or the equivalent combination of education and experience is desired

• Minimum of two years' experience in an administrative support role; three years' in lieu of a degree

• Administrative office experience within an academic setting desired

• Experience with Blackboard, Colleague, and other higher education software programs desired

Knowledge, Skills, and Abilities:

• Excellent interpersonal skills with the ability to communicate effectively to all groups through both oral and written channels.

• Strong organizational and time management skills with the ability to effectively prioritize and delegate where appropriate

• Self-Starter with initiative, and a keen willingness to learn

• Ability to maintain strict confidentiality and use discretion in the conduct of duties

• Proficiency with Microsoft Office, Google Docs, standard methods of digital communication and utilization of social media platforms

• Ability to remain calm under pressure and display good judgment in complex, new and or challenging situations

• Demonstrate tact, a positive attitude, courtesy, and discretion in dealing with faculty, staff, students, university officials and the public

• Work independently as well as function effectively in a team and within a diverse group of people

• Ability to manage multiple, concurrent projects, meet set deadlines, and follow tasks through to completion

• Adaptability, flexibility, and a willingness to work in a changing environment

• This position demands accuracy, honesty, integrity, and the ability to work within the Christian mission of Campbell University