Job Abstract

Reporting directly to the Operations Manager and working in a team environment, the Senior Administrative provides high quality administrative support for faculty & students in the English Department. Support will include event planning which includes but not limited to coordination, travel, catering, financials and budgets for department lecture series, faculty readings, symposiums, graduate and undergraduate events, faculty conferences, departmental receptions, and several other events and arrangements for visitors. This position also coordinates the graduate student office use as well as distribution/collection of keys, undergraduate and graduate student hiring, facilities requests, ordering of office supplies, website updates, faculty mailboxes and several other projects. This position will serve as a support to the Registrars and Senior Administrative Assistants during extremely busy times of the year with varying responsibilities.

This position is also responsible for transactional work including, but not limited to processing high volume of p-card charges and out of pocket reimbursements, setting up purchase orders, submitting supplier invoice requests (check requests), processing student prizes, awards and payments. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Coordinates travel arrangements. Schedules and coordinates meetings and appointments, as necessary.
Excellent customer service skills and the ability to interact well with a diverse population. Excellent attendance record, punctuality, and reliability. Ability to take on additional responsibilities as needed. 1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. 4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports. 5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. 7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities. Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.