Administrative Assistant, Biology - College of Liberal Arts and Sciences

The primary function of this role is to provide general clerical, secretarial, and administrative support for the Biology department. Additionally, this role will have frequent interaction with students on campus.

Job Summary:

Perform administrative assistant duties that include Kronos supervisor for student workers each semester, manage invoices for ESP (Visa) sign-offs, collect Visa receipts, scan, assign budget code and business purpose. Manage the conference room and flex space, JE's to transfer funds to cover expenses as needed, arrange departmental meetings, reserve rooms, take minutes and provide lunch if necessary. Manage Dr. Jon Lowrance's calendar, enter overrides for students, handle room conflicts each semester, and assist in graduating. Schedule, order, and prepare instructions for students to take the MFT, Major Fields Test. Purchase orders for lab equipment and supplies, People Admin for student workers, faculty and staff job postings and hiring. Assist BMS admin with graduate program budget, admits, inquiries, etc. Proctor exams, pick up and deliver mail and packages, order office supplies and chemicals, assist students, welcome visitors and prospective students.

Daily Duties:

• Order office supplies, lab supplies, chemicals, receive shipments, store, distribute (see above regarding packages), and track spending on Excel spreadsheet.
• Check emails for appointment requests, invoices, requests for the conference room and/or Flex Space, etc.

Weekly Duties:

• Manage the Conference Room and Flex Space (355) schedule.

Monthly:

• Track shredding service.
• Pay companies for monthly rentals and services.

Seasonal/Periodic/Other:

• Manage department chair's advising appointment schedule and coordinate with BMS recruiter and admin to avoid scheduling conflicts.
• Class Schedules - enter, handle conflicts - each semester
• Graduation - maintain list of current graduates, communicate department requirements for graduation, prepare bulletin board with recent photos of graduates, prepare for Graduation Dinner (see below), create Contact Group for communicating with graduates, create and send invitation, and manage RSVP's. Pull Argos reports.
• Major Field Test (MFT) - schedule, order, announce (end email and post signs), prepare instructions for students, proctor and track scores - minimum of twice per semester.
• Graduation dinner: reservations, catering, invitations, order and wrap gifts, create PowerPoint of May grads, prepare program (create in Publisher, print, and fold), prepare award certificates (order frames and certificate paper, type, print and frame certificates), decorate, create floral centerpieces for dining tables, prepare nametags, order and wrap graduation gifts, set up and clean up, etc.
• Purchase Orders for lab equipment or supplies.
• People Admin for student workers, faculty and staff job postings and hiring.
• Contracts and paperwork for summer researchers and Langford-Yates fellows.
• Order lab coats for faculty and summer researchers pick up and deliver.
• Order stationary, name badges, business cards, department shirts, etc. Order department gifts for prospective students and graduates.
• Assist BMS administrative assistant with graduate program budget, admits, inquiries, etc.
• Train and supervise student workers.
• Assist with new faculty/staff applicants; maintain files, schedule interviews, arrange transportation & accommodations, etc.
• Prepare department newsletter and arrange for mass mailing to department alumni (have not done this since added BMS graduate program).
• Expense Reports to reimburse faculty/staff.
• Check Requests to pay bills to companies not accepting VISA, honorariums for guest speakers, etc.
• Biology faculty/staff call list - keep current, notify the operators of changes and others as needed
• Memos to adjuncts from Provost and Registrar's office
• Class changes; such as professor late or out sick - putting notes on doors, etc.
• Assist with room reservations for study day, meetings, etc.
• Manage facilities requests and issues
• LCC/AV trouble reports and requests
• Proctor exams when needed.
• Keep and distribute papers for students/faculty/staff to pick-up.
• Contact Campus Safety for guest parking reservations, lost & found items, etc.
• First Aid - maintain first aid kits. Trained for AED. In an emergency, contact the school nurse and/or campus safety..
• Assisting with deliveries to the department.