BIOLOGY - Admin Asst School of Life and Molecular Sciences (1.00)
Job Classification
Position summary
One of a two-person Administrative Assistant team who provides comprehensive administrative and operational support for School Life and Molecular Sciences, and supports the School Chair, program directors, faculty, and students across the Sustainable Agriculture, Biology, and Chemistry & Biochemistry programs in partnership with a second admin. This position coordinates day-to-day administrative functions, welcomes people, supports academic operations and recruiting, assists with student services, manages records and communications, coordinates events and projects, and serves as a key liaison to university offices. The ideal candidate is highly organized, proactive, technologically proficient, outgoing, and manages multiple priorities in a collaborative, cross-disciplinary team.
Qualifications summary
Must have a 4-year college degree or equivalent job experience in a dynamic office environment.
Must have excellent, multi-modal communication skills.
Must be a Seventh-day Adventist in good and regular standing.
Duties and responsibilities
Administrative Operations
- Prepare, proofread, and distribute correspondence, reports, and other documents
- Maintain digital and/or paper files and records for programs and School.
- Manage calendars, schedule meetings, and coordinate appointments
- Maintain awareness of faculty and student administrative needs, prioritize requests with school leadership, and facilitate solutions
- Run errands and provide support services to facilitate function for the chair, faculty, students, or guests as needed (could include printing, duplicating, cleaning, proctoring, supervising, moving, phoning )
- Maintain clean, organized office
- Perform other administrative duties and special projects in support of the School and/or its programs as assigned.
- Must be able to welcome visitors to more than one in-person program offices.
- Must work to support three disparate programs in distinct physical locations.
Accreditation and assessment
- Assist with data collection, reporting, and preparation for accreditation visits and ongoing academic compliance activities.
- Maintain assessment records and related documentation.
Building management
- Acts as liaison to Plant Services and Custodial for resolution of building issues and work orders.(coordinate and follow up)
- In coordination with Chairs and program directors, coordinates building schedule(s) with Campus Safety.
- Facilitate the needs of the faculty for their classrooms.
- Manage key and electronic access.
- Coordinate (and follow up)) with ITS school- or program-wide work requests.
- Support shared printer and copier resources.
Academic Administration
- Responsible for entering and initiating bulletin changes (Curriculog).
- Assist with course scheduling, classroom assignments, lab fees; (interact with Courseschedule).
- Create and update curriculum outlines, as needed.
- Change or make classroom reservations when needed.
- Order books and desk copies at the rare request of the Chair.
- Keep classroom and building signage updated.
- Provide general administrative support to faculty and school leadership.
Meetings & Events
- Assist with coordinating school meetings, assemblies, lectures, guest speakers, exhibitions, performances, recruitment events, and other academic functions.
- Assist with event planning, logistics, reservations, and hospitality
- Prepare faculty meeting agendas.
- Attend faculty meetings and record minutes.
- Assist in seasonal decorations and displays for the school.
Professional School Liaison & PRC Recording Secretary
- Coordinate with professional school (Med, Dent, Pharm, PA, …) representatives to meet with students and faculty.
- Update and prepare unofficial transcripts and GPA information for PRC (Professional Recommendations Committee) candidates.
- Update and distribute the PRC form to students.
Finances
- Track of expenditures and assist program directors and the school chair with budgetary administration.
- Monitor and approve invoices for payment (in concert with program directors).
- Process Department credit card (PNC) transactions in university systems (Emburse ), as requested by program directors.
- Purchase approved supplies, items requested through web or POs
- Write up requests for capital expenditures as requested.
- Assist faculty to prepare university required travel documentation and expense reports.
Personnel
- Assist with submitting Contract Request Forms and administratively integrating contract/adjunct faculty.
- Process all student worker employment papers (ePAFs).
- Orient student workers (rate sheets, time clock, keys, handbook, etc). Facilitate communication between student workers and supervisors as needed.
- Monitor and submit payroll for all student workers.
Recruitment, School and Program Communications, and Outreach
- Organize, implement, and manage student recruitment information and plans.
- Develop, prepare, and update marketing materials.
- Coordinate student visits to programs.
- Assist with admissions communication.
- Ongoing communications with prospective students involving faculty when needed.
- Manage social media accounts.
- Assist with alumni engagement.
- Support fundraising and advancement initiatives.
The exact allocation of duties and support model for the three program areas will be determined.
Supervisory responsibilities
Supervise student workers who support the program- or school-wide tasks.
Qualifications
Must have a 4-year college degree or equivalent job experience in a dynamic office environment.
Must have excellent multi-modal communication skills.
Must be able to welcome visitors to more than one in-person program offices.
Must work to support three disparate programs in distinct physical locations.
Must be a Seventh-day Adventist in good and regular standing.
Technical competencies
Digital communication tools
- Ability to use email systems professionally and manage school and program communications effectively.
- Familiarity with platforms such as Zoom and Microsoft Teams for virtual meetings and support.
Institutional systems
- Knowledge of enterprise-wide academic platforms such as Banner, iVue, Curriculog, Recruit/Greymatter, Moodle/Learning Hub, CourseDog, etc
- Demonstrated ability and stated willingness to learn to effectively use complex, enterprise software systems are acceptable.
Office equipment use
- Use and maintenance of standard office equipment such as printers, copiers, scanners, etc
Office software proficiency
- Competent with Google Workspace and Microsoft 365 tools for document creation, data tracking, email communication, collaboration, and scheduling.
Web and content management
- Basic knowledge of website updating tools or content management systems (CMS)
- Keep social media outlets updated.
Interpersonal interactions
- Greet visitors (students/parents, faculty, and off-campus people), promptly respond to inquiries, and efficiently route communications.
- Serve as a receptionist to provide a warm, welcoming atmosphere to multiple program offices.
- Must be able to ask questions and seek advice when needed.
- Must work well with diverse groups of students, faculty, and administrators.
- The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Professionalism and confidentiality
- Maintains a courteous and respectful demeanor in all interactions, exercising discretion and confidentiality in handling sensitive academic and personnel matters.
Communication with faculty and staff
- Collaborates regularly with school faculty and administrative staff to support teaching, research, and school & program operations. Communicates clearly and professionally in person, over email, and by phone.
Out-of-School, On-Campus coordination
- Works cooperatively with other university offices such as Academic Records, Custodial, Human Resources, and Plant Service to facilitate requests, resolve issues, and maintain smooth operations.
Professionalism and confidentiality
- Maintains a courteous and respectful demeanor in all interactions, exercising discretion and confidentiality in handling sensitive academic and personnel matters.
Student support
- Serves as a welcoming first point of contact for students, responding to inquiries, guiding them to resources, and assisting with scheduling or paperwork as needed.
- Must be able to maintain confidentiality.
Physical demands
Lifting and carrying
- Occasionally required to lift or carry office supplies, boxes, or documents weighing up to 20 pounds.The ability to lift and carry over short distances 50 pounds is desirable.
Manual dexterity
- Frequent use of hands and fingers for typing, filing, and handling documents or supplies.
Mobility
- Ability to move within the office and to nearby locations on campus for meetings, errands, or deliveries.
Within the office environment
- Primarily sedentary work performed in a standard office setting. Majority of time spent sitting at a desk using a computer, phone, and other office equipment.
Vision requirements
- Must be able to read printed materials and computer screens for extended periods.
Work environment
Accessibility
- Workspaces are generally accessible, with elevators and ADA-compliant facilities available in most academic buildings.
Office setting
- Generally low noise levels, though occasional foot traffic and conversations may occur in shared or open office areas.
- Work is performed in a quiet, climate-controlled office within an academic building. The environment is typically clean, well-lit, and equipped with standard office furniture and technology.