Staff Careers

The Physics Department Administrative Assistant will ensure that all departmental academic and research activities are performed proficiently, which requires working closely with staff, faculty, students, and various units across campus.

Duties / Responsibilities:

• Create and/or enter class schedules in Excel/Coursedog with data provided by the Chair. (Every semester, with small changes throughout the semester). Coordinate with faculty and order textbooks via Textbook Adoptions with the bookstore textbook manager (every semester).
• Assist faculty and students with issues pertaining to classes and other university business as needed.
• Maintain a spreadsheet of office assignments for department personnel in the Optics building (as needed) and provide key and card key request forms for approval (as needed).
• Maintain hard and/or electronic personnel files for faculty, staff, and student workers, GTA & GRA records, and undergraduate and graduate student files (ongoing).
• Review and process travel authorizations, expense vouchers, and all payment requests from faculty, students, and clubs (as directed by Chair).
• Maintain and organize office supplies (weekly).
• Enter and update ePAF's and eLabor Reports for faculty, staff, and student employees (biweekly, each semester, and as needed) and monitor approvals (biweekly).
• Process applications and new hire forms for student workers (as needed).
• Assist the Chair in preparing and processing GTA, GRA, and Part-Time Instructor offer letters (every semester). Assist with GTA credential forms.
• Work with the Chair to monitor departmental budget (monthly).
• Make requests to facilities and other offices for telephone service, furniture moves, surplusing items, maintenance, etc. (as needed).
• Organize, attend, and take minutes of Departmental meetings.
• Maintain documents on the Departmental server for faculty and students.
• Provides support to faculty on the interpretation of financial statements.
• Perform budget analysis and projections for all department accounts.
• Prepare documents and reports for department submission to the Board of Trustees.
• Plan and coordinate site visits for visiting scientists, seminar speakers, and candidate interviews.
• Coordinate new graduate student orientation with GTA Supervisor.
• Work with faculty to update undergraduate and graduate curricula and catalogs.
• Create presentation material for student and faculty orientation.
• Act as department liaison for payroll, travel, purchasing, and HR questions.
• Schedule meetings, set up appointments using web-interface systems, and maintain the supervisor's calendar and schedule.
• Complete requisitions for all purchase orders regarding departmental activities, including research components.
• Create departmental databases re: alumni, student graduate rates, and program of study.
• Maintain confidential student records on the shared drive.
• Analyze programs of study to schedule courses, preliminary, and qualifying exams for graduate students.
• Plan and facilitate department outreach and recruiting activities, including recruiting booths and receptions at national conferences, open houses, and student (retention) activities.
• Maintain a database of potential students and disseminate departmental information.
• Manage faculty recruitment, including organizing interviews and preparing material for committees.
• Manage class schedules and proactively work with the Chair on upcoming course schedules and instructor assignments.
• Co-Manage travel for weekly (during semester) seminar visitors with assigned course instructor.
• Manage the transition of departmental policies and information to web pages with the help of the web page designer.
• Work with faculty and students to create effective recruitment materials.

• Bachelor's degree or an equivalent combination of education and years of experience.
• 3 - 5 years full-time verifiable relevant administrative work experience.
• Proficiency with Microsoft Office tools.
• Ability to read and interpret budget statements.
• Must be able to utilize the Google Drive file system.
• Excellent communication and interpersonal skills.
• Ability to manage multiple concurrent tasks.

• Experience in an academic environment is preferred.
• Proficiency with Banner, Argos, and Degree Works is desired.

$41,000 - $49,092