Administrative Assistant Dept Natural And Applied Sciences

EVANGEL UNIVERSITY

JOB DESCRIPTION

JOB TITLE: Administrative Assistant

DEPARTMENT: Natural & Applied Sciences

REPORTS TO: Chair of Natural & Applied Sciences

EU Mission Statement: Evangel University is a comprehensive Christian university committed to excellence in educating and equipping students to become Spirit-empowered servants of God who impact the Church and society globally.

Position Summary:

The Department of Natural & Applied Sciences Administrative Assistant Manages the Department Office and provides administrative support to students, faculty and staff. He/she is the initial point of contact within the department and coordinates department interactions with the campus and community. Requires strong accounting, computer and Internet skills, flexibility, excellent interpersonal skills, project coordination, and the ability to work well with students, administration, faculty and staff.

DUTIES & RESPONSIBILITIES:

• Administrative Duties:

• Perform administrative tasks for the business of the department as assigned by the department chair

• Manage department chair's calendar by arranging appointments and promptly responding to inquiries via email and telephone

• Schedule student and guest appointments with department chair

• Track comprehensive financial data and accurately process budget reports. Monitor the department budget, review monthly budget reports

• Prepare check requisitions and reconcile the department credit cards by means of MyCentralPay website, gathering and scanning all receipts

• Organize information for the department course schedule each semester and enter into CAMS: Manage courses offered, faculty, time and room

assignment; this includes securing classrooms, confirming class fees, and resolving conflicting schedules

• Maintain departmental files: student academic folders, budget information, faculty information, travel documents, faculty meeting minutes, equipment warranties and information, as well as maintaining a list of vendors the department uses

• Track and maintain weekly attendance for 20 student employees. Providing clerical supervision as well as approving timecards in ADP and creating timecard reports

• Compile and maintain the Dept of Natural & Applied Sciences section of the university online catalog: revising and updating department programs and courses.

• Take minutes at department meetings; prepare and distribute minutes to faculty and the campus academic areas

• Help maintain faculty workload information: keep the load credit current and accurate in CAMS

• Manage the duplicating, invoicing and delivery of textbooks produced by the department

• Maintain files and finances related to calculators students rent

• Obtain keys and maintain records for keys student employees check out

• Train, schedule and supervise office student workers

• Help coordinate campus visits by prospective students and their families

• Create and maintain detailed advising folders for each new student

• Compile information for scholarships: prepare reports of applicants and enter scholarship awards online

• Compile information for outstanding graduating seniors and recognition awards: Order graduation plaques and medallions for graduation

• Monitor petty cash: reimburse faculty and students for department purchases and replenish funds when low

• Assist with the planning and implementation of department activities and social events

• Schedule rooms and equipment for department activities using the event scheduling software (EMS)

• Print schedules, rosters, transcripts, and other CAMS reports

• Create and maintain current information for department digital signage

• Courier departmental mail

• Inventory and replenish office supplies for the department

• Maintains an open office and staffs the reception area during all working hours

Receptionist duties:

Facilitate positive student contact regarding appointments, phone messages and other requests.

QUALIFICATIONS:

• An outgoing personality and the ability to relate well with faculty, staff, administrative personnel, students, student workers, and campus visitors

• Strong communication and organizational skills, including the ability to prioritize tasks

• Skilled in using the Microsoft Office Suite (Word, Excel, PowerPoint, Publisher, Outlook)

• Strong accounting skills is a plus

• Aptitude to learn new software

• The ability to multi-task in an open work environment

• Must be competent in conducting business by telephone and email

Evangel University is an equal opportunity employer participating in the E-verify program.