Description

Title: Program Assistant III

VP Area: College of Arts and Sciences

Department: Arts & Sciences Dean's Office

Work Schedule: Fixed daytime hours Monday-Friday

Telework Availability: Hybrid Available

FLSA Status: Non-Exempt

Employee Classification: Regular full-time (staff 30+ hours)

Hours per week: 40

Months per year: 11

Off Month: June 16 - July 15

Job Purpose:

The position will develop and maintain strong professional relationships and work collaboratively with a variety of internal and external stakeholders. Perform a wide range of complex administrative and budgetary duties in support of the Biology and Chemistry & Biochemistry department members. Will provide direction and support to other administrative support staff and student employees. This is an 11-month position, with June 16 - July 15 off annually.

Essential Functions:

• 40% - Administrative Support
  • Performs a wide range of complex administrative duties requiring independent judgment and initiative on assignments that are sensitive in nature.
  • Perform complex word processing tasks such as merging and sorting, integrating text and graphics, and helping to generate direct mailings, forms, flyers, posters, and other documents.
  • Perform complex spreadsheet data processing tasks, such as creating related and lookup tables, writing macros, and generating report tables based on specified criteria and imported datasets.
  • Input course data in Banner, create spreadsheet with courses, run error reports, and make corrections when necessary.
  • Maintain up-to-date databases and email distribution lists for the departments' programs.
  • Keep the department websites up to date in collaboration with the Arts & Sciences Web Specialist, and assist in maintaining social media accounts.
  • Manage correspondence for department operations.
  • Maintain professional and accurate physical and digital records including confidential reports and information.
  • Submit and monitor work orders for offices and department members.
  • Maintain and order supplies for the offices and equipment.
  • Plan, advertise, set-up, monitor, and tear-down of departmental events and meetings.
  • Scheduling of appointments, calendars, meetings, travel, and other events, including the procurement of logistical needs and posting on social media accounts.
• 30% - Budgetary Support
  • Prepare, audit, and process requisitions, expense reports, invoices, contracts, and credit card statements.
  • Monitor, reconcile, and generate reports on department budgets including all restricted funds.
  • Uses spreadsheet and database software to create and maintain various budget and personnel records for each department.
  • Assist faculty and students with travel requests and expense reconciliations.
  • Monitor student employee hours/earnings to ensure compliance.
• 20% - Customer Service
  • Welcome and greet visitors with a pleasant and professional demeanor.
  • Respond and proactively assist with inquires on a multi-phoneline system and email communication in a timely manner.
  • Proactively work to facilitate communication between visitors and employees.
  • Resolve complex and escalated issues.
  • Oversee and assign work and special projects to student employees.

• Additional Duties as Assigned by the Department

Educational Requirement:

Bachelor's Degree or Equivalent Experience

Years of Related Experience Requirement:

3 years

In lieu of the educational qualifications, candidates may qualify with equivalent professional experience at a ratio of one year of experience for each year of required education.

Skills & Abilities:

Proficient in Microsoft Office, Excel, and Word.
Proficient in English written and verbal communication skills.
Excellent organizational skills.
Demonstrated time management, punctuality, and priority setting skills.
Strong attention to detail and accuracy
Ability to maintain confidentiality
Strong customer service skills.
Ability and disposition to learn new computer programs as they emerge.
Maintain composure in fast paced work environment.
Demonstrated ability to manage competing priorities with frequent interruptions.

Preferred Qualifications:

Experience in higher education.
Experience with social media platforms.
Experience with Banner, Concur, and/or EMS.

Physical & On-Campus Requirements:

In-Office Presence - Ability to work on-site in typical office setting and participate in in-person meetings with colleagues: 5 days/week

Standing/Sitting - Ability to remain in a stationary position for a prolonged period: Often (50%-75% of time)

Walking - Ability to move about on foot to accomplish tasks: Rarely (1%-49% of time)

Lifting/Carrying - Ability to move or transport objects up to a specified weight (e.g., 50 pounds): Rarely (1%-49% of time)

Attention to Detail - Ability to focus on detailed tasks for extended periods: Daily (>75% of time)

Problem-Solving - Ability to identify and resolve issues effectively: Daily (>75% of time)

The budgeted salary range that the University reasonably expects to offer for this position: $20.77 to $22 per hour

Pay Range:

Minimum Salary (Non-Exempt): 20.77

Midpoint Salary (Non-Exempt): 25.96

Maximum Salary (Non-Exempt): 31.15

Is this position eligible for relocation reimbursement or a signing bonus?: No

At this time, the University has suspended all new H1B visa sponsorships.