Administrative Assistant

Administrative Assistant Biology and EGE

The primary purpose of this position is to perform administrative, secretarial, and clerical duties in a manner that supports the work of the Chairs, faculty, staff, and students of the departments of Biology and EGE (Environment, Geography, and Earth Sciences). Employment Type : Full-Time (.82 FTE), Non-Exempt (Hourly), and Benefits-Eligible Pay Range : $18.00-$20.00 per hour Review of applications will begin October 5 and continue until the position is filled.

Main Responsibilities :

Responsibilities Pertaining to Both Departments :

• Management of Budget for Each Department
• Assist Budget Preparation for Each Academic Year
• Record Departmental Expenses and Payments, Reconcile Monthly Reports from the Finance Office, Reconcile All Department Members' Wells Fargo Charges and Submit Monthly Statements with Invoices to the Finance Office
• Prepare Requests for PO's, RFP's, and IFTs Including Reimbursement Requests to Kendall Center for Faculty Travel Expenditures, in a Timely and Accurate Manner
• Track and Record Expenses of Faculty Research Budgets, Faculty Grants, Faculty Travel Fund, and Faculty Startup Funds
• Perform Administrative and Secretarial Responsibilities for Both Departments
• Maintain Email Aliases and Shared Drive Memberships
• Manage Office Equipment (e.g., Copiers / Printers) and Office Supplies
• Photocopy / Scan Materials, Assist with Website, Hallway Displays, and Digital Signage, and Handle Incoming and Outgoing Mail
• Assist with Logistics of Departmental Events (e.g., Seminars, Social Events, and Guest Speakers)
• Help Faculty Identifying Appropriate Private Testing Accommodations for Students
• Assist with Contacts Outside of Gustavus, Including Dissemination of Information Received Regarding Seminars, Job Opportunities, Scholarships, Internships, and Graduate Schools
• Support Programmatic Planning and Operations
• Assist with Course Schedule Preparations (e.g., Proofreading and Identifying Room Conflicts)
• Support for Department Searches
• Keep Track of Applicants' Information and Materials Submitted; Organize Applications
• Logistical Support for On-Campus Visits, Including Schedules
• Assist with External Department Reviews (e.g., Compile Information; Logistics of Review Visits)
• Maintain a Record of All Course Offerings by Compiling Syllabi Each Semester
• Coordinate Scholarship and Student Awards
• Support Faculty and Staff. Organize Onboarding for New Faculty in Biology and EGE (e.g., Initial Communications, Requesting Keys, Checklist for Arrival, Orientation to Department Resources)
• Assist with Offboarding for Departing Faculty and Staff. Prepare Office Door Postings of Faculty Schedules
• Other Reasonable Duties as Assigned in Support of Biology and EGE Faculty and Students

Responsibilities Specific to Biology :

Responsibilities Specific to EGE :

Prerequisites :

Minimum Qualifications :

Preferred Qualifications :

Application Procedures :

To apply for this position, please continue the process on our website to complete the online application and submit your resume and any other supporting documents.