Department Assistant - Mathematical Sciences

General Summary of Position:

Provide administrative assistance to faculty, staff, and students in support of teaching, research, service, and outreach activities of the department. Perform a wide variety of administrative tasks of academic and business nature involving the continual exercise of discretion, confidentiality, and independent judgment. Excellent oral and written communication skills are essential as well as excellent time management skills and the ability to prioritize work. Must be computer savvy and proficient in Microsoft Word, Excel, and Outlook.

Essential Job Duties:

• Provide administrative support in daily activities to the department chair or center director, faculty, and staff such as answering telephones, mail distribution, copying, filing, maintaining general office supply inventory, and submitting Facilities service requests.
• Assist in preparing brochures and mailings to promote the department or center.
• Assist in maintaining and order supplies for the department and ensure an excellent appearance of the office.
• Assist employment contracts (student hourly employees) that include all associated hiring paperwork (I-9s, W4s, Participation Agreement, Receipt of Policies, etc.) utilizing human resource procedures and policies.
• Assist with travel arrangements.
• Assist with scheduling exams in "book it" for faculty.
• Department and building liaison with facilities requests (service requests).
• Ensure optimum customer service in response to all requests for information from visitors, faculty, staff, and students.
• Assist with PERC to ensure that all students have passed the pre/co-requisite courses.
• Assist with procurement policies and procedures (requisitions, purchase orders, reimbursements, travel, etc.)
• Extensive knowledge of purchasing, accounts payable, vendor policies and procedures (W9s and IRS Tin).
• Assist in analyzing, monitor, and maintain departmental budget records (Operating, Discretionary, Adjunct budget, student help budget and Overhead accounts). Provide support to faculty in analyzing and monitoring grant/contract budgets. Maintain procard policy and procedures.

Minimum Qualifications (Required):

• HS Diploma/GED equivalent; 3-5 years administrative experience
• Three (3) to five (5) years of related work experience, preferably in an academic environment
• Computer skills, including database management software
• Must have experience with Microsoft Outlook, Word, PowerPoint and Excel
• Excellent communication skills both verbal and written.
• Excellent organizational and project management skills

Preferred Qualifications:

• College degree preferred (Associate's or Bachelor's)
• Knowledge in the use of PeopleSoft Financials (including Summit), SIS, Job Hawk, Buy Ways, PageUp, service requests, and HR Direct modules

Special Instructions to Applicants:

Only Internal Professional (SEIU 888 Professional Union) Bargaining candidates will be considered during the first 10 business days of the posting. All other candidates will be considered after that period.

This position is a full-time, benefited, SEIU union position in grade P15. Anticipated salary based on range and experience, with minimum salary for range $54,217, 25th quartile of $61,672 and midpoint of $69,126.

Initial review of applications will begin immediately and continue until the position is filled. However, the position may close when an adequate number of qualified applications is received.

Please include a resume and cover letter with your application. Names and contact information of three references will be required at the time of application.