Administrative Assistant - CNCS/GCHS

Job Summary :

Responsible for providing administrative support for daily operations of the College of Natural and Computational Sciences and the Graduate College of Health Sciences.

This includes direct support for the Natural Science Department Chair, Natural Science Faculty, and CNCS Deans and support for the GCHS Dean, Program Directors, and GCHS Operations staff.

Primary responsibilities include; Assuring single course contract payments, supporting hiring procedures, compiling book orders, maintaining office files and records, coordinating and organizing materials in support of both Colleges, tracking interoffice correspondence, maintenance of college web pages, editing of program materials, compiling and analyzing college data, liaise with the Office of Sponsored Projects and assist with research grant-related procurement, project coordination, special event planning, supervising student workers, and effectively interacting with a wide variety of people within and outside of the University.

Qualifications :

• Associates degree?or equivalent combination of qualifying work experience and education.
• Experience with basic office equipment including computer, printer, and scanner.
• Knowledge of Microsoft Office Suite (e.g., Outlook, SharePoint, Teams, OneDrive, Word, Excel, PowerPoint, Access).?
• Proficient with online meeting platforms (e.g., Zoom or other online meeting equivalent).
• Bachelor’s degree.
• Five years of administrative support experience in academic setting.
• Experience with tasks requiring independent work and assumption of responsibility.
• Attention to detail.
• Experience with Web page design, and maintenance.
• Proficiency in Microsoft Office, database, and desktop publishing.
• Knowledge of SCT BANNER software and data analysis (e.g., Excel or SPSS).
• Experience in positions calling for flexibility in a changing environment
• Experience with HTML and content management systems
• Successful candidate will be able to work in a fast-paced environment, utilizing excellent time and stress-management skills.
• Be able to interact effectively and pleasantly with a wide variety of people and personalities.
• Able to work all shifts and extended hours
• Must have reliable transportation to all HPU worksites
• Attention to detail, organized, neat, timely, proactive, analytical; able to handle multiple tasks and work independently

Key Responsibilities :

1. Provide operational & administrative support (60%)

Support and facilitate daily operations of college administrative office including reception, answering and routing of phone and walk-in inquiries, assisting faculty in administrative needs and mail distribution.

Proactively gather information, problem solve, and respond.

• Prepare requisitions and order supplies for faculty / staff (office supplies, print requests, business cards, etc.).
• Prepare and process check requests, travel request forms, and purchase orders for purchases, reimbursements, bill payments, etc.

Maintain log and track expenses.

• Facilitate monthly reconciling, collecting, and approvals of college purchase card reports.
• Manage / edit / create content and provide support for the CNCS and GCHS website including maintaining, troubleshooting, updating, and developing web pages using HTML-based Content Management System (CMS).
• Prepare and distribute departmental correspondence to administrators, faculty, staff and students as appropriate.
• Demonstrate outstanding attention to detail and tracking departmental activities, deadlines and actions items.
• Coordinate seminars and events announcements via email, receive RSVPs, make and confirm reservations.
• Check out and track keys for CNCS faculty / staff offices and laboratory spaces.
• Stay up to date on latest university administrative protocols and procedures.
• Anticipate needs and order supplies for faculty / staff (office supplies, print requests, business cards, nameplates, etc.).
• Assist with scheduling meetings or appointments for deans, department and program chairs.
• Maintain work space in an orderly and professional manner.

2. Manage personnel, course agreements / contracts, faculty records (20%)

• Create and update faculty records, databases, and files critical to administrative office / department.
• Prepare and process single course payments via the FLAC Banner system as well as partial / substitute contracts as necessary, and course agreement change forms as requested.
• Provide support to department / program chairs in the review and hiring of adjunct faculty.
• Assist department chair in tracking faculty course loads and preparing reports as appropriate.
• Support the full-time faculty hiring process. Prepare position requisition forms, receive, organize, and distribute resumes from faculty applicants, communicate with departmental search committees, coordinate with HR to ensure requirements met, coordinate travel arrangements, itineraries, logistics for visits, etc.
• Conduct orientations for all new hires by acquainting them with college policies and procedures, grade submissions, and campus services, etc.
• Maintain full-time and adjunct faculty lists, college administration contact lists, and staff lists to keep information current.
• Create, update, and maintain a calendar of recurring events and action items, notify leads and track to ensure timely completion.
• Maintain various to-do andaction-tracking lists; interact with personnel to track status.

3. Instructional support (10%)

• Solicit and submit textbooks adoptions. Prepare a spreadsheet listing all textbooks ordered, and keep records from term to term.
• Order desk copies and ancillary materials as requested. Communicate with faculty by informing them of any textbook changes.
• Maintain program libraries by ensuring that sufficient textbooks and materials are available for faculty.
• Communicate between bookstore and faculty, as necessary, regarding any changes to order requests.
• Assist in coordination of timely submission of syllabi and grades by faculty, process submitted change of grade forms to the registrar.
• Build and edit in Banner all Natural Sciences Department term schedules during internal draft stages.
• Track course schedule changes and ensure proper entry of all submitted change forms, and assist in pulling necessary data to communicate major course changes and cancellations to all necessary parties.
• Assist Department Chair in submission of course schedule change forms, electronic General Petition forms, as well as Directed Study and Registration adds / drops and overrides as needed.
• Act as administrator and perform any duties as needed in regards to accessing SCT Banner.

4. Contribute toward college goals (5%)

Coordinate and facilitate CNCS and GCHS strategic planning activities, under the direction of the Dean.

5. Perform other duties as assigned (5%)

This job description is not designed to list all activities, duties or responsibilities which may be required for this job.

Other duties, responsibilities and activities may be assigned at any time.