Senior Administrative Assistant

Position Details

Summary

Operating Title Senior Administrative Assistant Long Classification Title Senior Administrative Assistant Campus Location Durham Department UNH CEPS Chemical Engineering Summary of Position

Manage academic department duties and responsibilities within the Chemical Engineering and the Bioengineering programs in CEPS while maintaining confidentiality. Work as department liaison with offices throughout the UNH campus. Provide operational support to undergraduate and graduate level programs.

Acceptable minimum level of education HS or equivalent Acceptable minimum years of experience 5-7 years Additional Job Information Posting Number PS4663FY24 Other minimum qualifications

High school graduation. College graduation preferred. Five to seven years of office experience. Excellent customer service skills. Thorough understanding of confidentiality regulations, and use of discretion in work environment. Knowledge of office practices, procedures. Supervisory skills, including the ability to instruct and direct the work of others. Organizational and analytical skills. Keyboarding and computer skills, including word processing, e-mail, Internet, desktop publishing, spreadsheets and data base management. Effective written and oral communication skills. Ability to establish and maintain effective working relationships with faculty, staff, students and the general public.

Additional Preferred Qualifications

Bachelor's degree.

Work experience in college/university environment.

Office management experience.

Ability to make good, consistent and fair decisions.

Commitment to the University's mission and strategic plan.

Salary Information

Salary is complemented by a comprehensive benefits package which includes medical, dental, retirement, tuition, and paid time off.

Quicklink for Posting https://jobs.usnh.edu/postings/61375 Percent Time Information (FTE) 1.00 Grade 12 EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access/Affirmative Action employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.

Institution Information

The University of New Hampshire is an R1 Carnegie classification research

institution providing comprehensive, high-quality undergraduate and graduate

programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles

north of Boston and 8 miles from the Atlantic coast and is convenient to New

Hampshire's lakes and mountains. There is a student enrollment of 13,000 students,

with a full-time faculty of over 600, offering 90 undergraduate and more than 70

graduate programs. The University actively promotes a dynamic learning

environment in which qualified individuals of differing perspectives, life experiences,

and cultural backgrounds pursue academic goals with mutual respect and shared

inquiry.

The UNH Diversity Resource Guide with information and programming available in

the seacoast area, New Hampshire, and the region can be found here:

https://www.unh.edu/hr/diversity-resource-guide

Posting Details

Posting Date 06/18/2024 Open Until Filled Yes Closing Date Posting Open to Internal Candidates Only? No Interested Internal Candidates Exist? No Job Category Hourly Staff (Non-Exempt) Appointment Type Regular If TERM position provide projected end date Equipment/Instruments Drivers License and Physical Requirements. Please check all items that apply. None applicable

Duties / Responsibilities

Job Duties

Duty/Responsibility

Students - (35%)

• Welcome students.

• Manage and update student records. Establish and maintain complex filing systems. Create detailed student undergraduate academic advising sheets for CHE and for BENG students. Display advising sheets on the website, in student files and distribute to students as requested. This includes inputting student progress within the program. Students are required to obtain a minimum 2.00 grade-point average in CHE 501-502 and in overall standing at the end of the sophomore year in order to continue in the major. Students not meeting the requirements are contacted via email. A minimum of 129 credits is required for graduation in the program.

• Review course registration worksheets. Distribute RAC numbers.

• Correspond with incoming students and current students to answer course registration questions, to schedule appointments, to send notices of jobs and internships, REUs, upcoming seminars and events, important dates and other advising topics.

• Monitor the number of students enrolling in CHE courses.

• Grant permissions for enrollment in departmental courses.

• Transfer In/Transfer Out of Students - update student files, mailboxes, rosters, and email lists within the Chemical Engineering and the Bioengineering programs.

• Complete Certificates of Completion for graduation for undergraduates and graduate students.

• For graduate students, coordinate and manage all pre-applications and applications.

• Prepare WebIntelligence reports of graduate applications for review.

• Update all graduate student files with WebIntelligence course and grade information reports.

• Send signed graduate action sheets to the graduate school.

• Create, manage and update extensive alumni data bases.

Duty/Responsibility

Department of Chemical Engineering and Bioengineering Office - (35%)

• Manage the daily operations of the Department of Chemical Engineering and Bioengineering Office efficiently, effectively and with attention to detail. Maintain confidentiality in the communication of all sensitive information and materials within the department of Chemical Engineering, within the College of Engineering and Physical Sciences and within the University of New Hampshire.

• Manage, maintain and update the Chair's calendar. Arrange schedules and appointments.

• Initiate emails to faculty to share information within the department, CEPS and UNH.

• Organize/manage department files for faculty, staff, P&T actions, etc.

• Create and maintain databases, documents, agendas, academic schedules and correspondences.

• Run reports, check enrollments, monitor course selections, monitor graduate student applications.

• Update graduate and undergraduate catalogs.

• Act as primary contact and coordinator with facilities, scheduling, the registrar's office, the Office of International Students and Scholars and more.

• TAM (Telecom Account Manager) for Department of Chemical Engineering and Bioengineering. Request & monitor work orders for telephones and Ethernet ports. Routinely audit telecom invoices for accuracy.

• Accounting

• Monthly p-card statement accountability with all receipts managed, organized, filed and saved.

• Event Planning and Catering

• Plan conferences and special events, with room scheduling, catering, invitations, printing, monitoring budgets, planning and follow up assessment for the following events:

Department Advisory Board Meeting

Fall Social

Fall and Spring Open House, Admitted Student Days, Accepted Student Day

Bioengineering Symposium Event

CHE Holiday Party

CHE Commencement Breakfast

Wildcat Days

• Coordinate Faculty Searches and Faculty Hires

• P&T Preparation Assistance

• ABET Preparation Assistance

• Schedule student visits with members of the faculty for introduction to the Chemical Engineering and Bioengineering programs.

• Schedule corporate recruiting visits for companies that wish to meet with students.

• Prepare and edit literature packets and materials for the Chemical Engineering and Bioengineering academic programs.

• Surveys - senior surveys, undergraduate, alumni

• Coordinate, schedule and maintain department office equipment, rooms and supplies.

• FAMIS Keys

• Key pool manager for the Department of Chemical Engineering and Bioengineering. Manage all Kingsbury keys to the Chemical Engineering and Bioengineering Laboratories. Keys are stored in a locked environment and are carefully recorded and controlled through the use of the Famis Self Service Key Pool system of transfers. All keys going out and coming in are recorded and accounted for accurately.

• Sign for chemical and bioengineering laboratory deliveries. Chemicals coded with Environmental Hazard labels are held for the Environmental Health and Safety Department at UNH to inspect and to bar-code for proper safety and tracking. RUSH deliveries that require specific refrigeration on arrival are monitored.
• CEPS Deans Office

• Attend Monthly Meetings

• IT/Software

• WebI, Xtender, Banner, PeopleAdmin7 (PACES), Famis, Qualtrics, Canvas/My Courses, CEMS, Drupal 7

• Training

• UNH is a wonderful place to work for Lifelong learning. Software is kept new and updated. Training sessions are attended to stay current with updated and improved tools. The UNH Communications Summits are great opportunities as well.

Duty/Responsibility

Website Design and Photography - (10%)

• Website

• Develop, update and maintain department website. Update photography, add new faculty, seminars, new publications and awards, new programs, and course information.

• Photography

• Department of Chemical Engineering Photographer

Duty/Responsibility

Scheduling - (10%)

• Scheduling Coordinator

• Plan, negotiate and coordinate the scheduling of all classes in the department, including the large rooms, class meetings, department meetings and related functions. Prepare materials, documents, records and reports while paying close attention to detail, course and lab related time conflicts, class sizes, course changes and deadlines.

• Alter scheduling times/rooms/enrollments as required.

• Seminars, PhD Dissertations and Master Thesis Defenses - schedule all seminars, advertise, add to website, and create seminar notices.

Duty/Responsibility

Manage, Supervise and Oversee Work Study Tasks - (10%)

• Hire, schedule, train and supervise student workers and/or other office staff.

• Data entry, department mailings, labels, filing, data collection and student lists

• Mail sorting and delivery, course homework folders for ABET

• Bulletin board displays and updates, Department Calendar of Events - and updates

Supplemental Questions