Job Description
Provide high quality administrative support for the office, its faculty and staff, and contacts. Perform services to
support an active, student-oriented campus environment.
Support the Chairs’ responsibilities for a smooth operation of the departments,
and communicate with the Chairs on a daily basis to ensure all actions that
impact the departments are timely, appropriate, and approved.
Manage, direct, and respond to incoming office correspondence, including paper
mail, email, deliveries, telephone calls, and walk-in inquiries. Handle and
resolve queries as appropriate. Forward unresolved queries to the appropriate
faculty or staff members.
Create and monitor the status of requisitions for purchase orders and make
purchases by credit card. Charge expenses to appropriate accounts and
document purchases and receipt of goods and services appropriately.
Monitor departmental budgets and sponsored research budgets via the Cardinal
Financial system. Oversee monthly spending, documentation, and
management of department budgets.
Enter and maintain the schedule of departmental classes in the Cardinal
Students system. Coordinate instructor classrooms to accommodate
proper classroom size and type.
Process graduate and undergraduate student employee appointments, stipends,
and tuition support, and oversee all processes for hiring students, part-time
instructors, summer interns, teaching and research assistants, visiting scholars,
etc. Support the department chairs and faculty as needed for processes relating to
to full-time faculty hiring.
Monitor undergraduate and graduate student academic records. Assist with
the maintenance of student tracking sheets. Support and resolve course registration
issues in a timely manner. Perform graduation audits, including audits for
undergraduate students during the second semester of their junior year, and
during the first and second semesters of their senior year, and for all students
upon completion of their programs to confirm requirements have been met.
Liaison with other university departments and offices for administrative
purposes. Serve as department resource for administrative and human resource
policies and procedures.
Correspond with and assist potential undergraduate and graduate students
throughout the process, i.e., inquiry, application, admission, and matriculation.
Liaison with adjunct faculty and departmental advisory board members.
Order and maintain departmental supplies, including office supplies and
equipment and parts to support faculty research and teaching. Ensure supplies
are kept organized for easy access for faculty.
Maintain faculty minutes, departmental annual reports, and departmental files.
Supervise student employees, including creating schedules to assure office
coverage, assigning tasks, and submitting hours worked to Payroll.
Arrange accommodations, travel, parking, etc. for departmental visitors.
Help organize department-sponsored events, support school-wide events as
needed.
Maintain departmental web pages. Optimize based on web page analytics.
Maintain departmental communications materials, including brochures, letters,
etc.
Generate work orders for repairs and non-routine maintenance.
Maintain departmental alumni files, and files for previously employed faculty.
Other duties as assigned.
Bachelor's degree with at least one year of relevant administrative work experience. Experience must include basic budget monitoring
and reporting, front office customer/caller intake experience, and some basic database entry and updating
Experience. Experience Working In An Academic Environment Is Preferred. Must be familiar with modern office equipment, including multi-line telephones, networked printers and copy
machines, and computers. Must be proficient with Microsoft Office suite, including Word and Excel, and Google
Suite. Must be proficient or be able to gain proficiency with PeopleSoft applications (Cardinal Students, Cardinal
Financials, etc.). Must have the ability to prioritize multiple tasks concurrently. Must be service-oriented with
excellent communication skills, both written and oral.
support an active, student-oriented campus environment.
Support the Chairs’ responsibilities for a smooth operation of the departments,
and communicate with the Chairs on a daily basis to ensure all actions that
impact the departments are timely, appropriate, and approved.
Manage, direct, and respond to incoming office correspondence, including paper
mail, email, deliveries, telephone calls, and walk-in inquiries. Handle and
resolve queries as appropriate. Forward unresolved queries to the appropriate
faculty or staff members.
Create and monitor the status of requisitions for purchase orders and make
purchases by credit card. Charge expenses to appropriate accounts and
document purchases and receipt of goods and services appropriately.
Monitor departmental budgets and sponsored research budgets via the Cardinal
Financial system. Oversee monthly spending, documentation, and
management of department budgets.
Enter and maintain the schedule of departmental classes in the Cardinal
Students system. Coordinate instructor classrooms to accommodate
proper classroom size and type.
Process graduate and undergraduate student employee appointments, stipends,
and tuition support, and oversee all processes for hiring students, part-time
instructors, summer interns, teaching and research assistants, visiting scholars,
etc. Support the department chairs and faculty as needed for processes relating to
to full-time faculty hiring.
Monitor undergraduate and graduate student academic records. Assist with
the maintenance of student tracking sheets. Support and resolve course registration
issues in a timely manner. Perform graduation audits, including audits for
undergraduate students during the second semester of their junior year, and
during the first and second semesters of their senior year, and for all students
upon completion of their programs to confirm requirements have been met.
Liaison with other university departments and offices for administrative
purposes. Serve as department resource for administrative and human resource
policies and procedures.
Correspond with and assist potential undergraduate and graduate students
throughout the process, i.e., inquiry, application, admission, and matriculation.
Liaison with adjunct faculty and departmental advisory board members.
Order and maintain departmental supplies, including office supplies and
equipment and parts to support faculty research and teaching. Ensure supplies
are kept organized for easy access for faculty.
Maintain faculty minutes, departmental annual reports, and departmental files.
Supervise student employees, including creating schedules to assure office
coverage, assigning tasks, and submitting hours worked to Payroll.
Arrange accommodations, travel, parking, etc. for departmental visitors.
Help organize department-sponsored events, support school-wide events as
needed.
Maintain departmental web pages. Optimize based on web page analytics.
Maintain departmental communications materials, including brochures, letters,
etc.
Generate work orders for repairs and non-routine maintenance.
Maintain departmental alumni files, and files for previously employed faculty.
Other duties as assigned.
Bachelor's degree with at least one year of relevant administrative work experience. Experience must include basic budget monitoring
and reporting, front office customer/caller intake experience, and some basic database entry and updating
Experience. Experience Working In An Academic Environment Is Preferred. Must be familiar with modern office equipment, including multi-line telephones, networked printers and copy
machines, and computers. Must be proficient with Microsoft Office suite, including Word and Excel, and Google
Suite. Must be proficient or be able to gain proficiency with PeopleSoft applications (Cardinal Students, Cardinal
Financials, etc.). Must have the ability to prioritize multiple tasks concurrently. Must be service-oriented with
excellent communication skills, both written and oral.