Description
POSITION OBJECTIVE
The Department Assistant 3 is a vital member of the department¿s staff, providing support to all staff members and faculty. This role is responsible for supplying faculty, staff, and students with the necessary information and resources for the efficient day-to-day operation of the department. Additionally, this position is responsible for creating and maintaining department confidential databases of student, faculty, and alumni information. The department assistant oversees all marketing and communications to promote department programming, student applicant materials, and events, including creating print and digital content (e.g. fliers, website, social media). Additional responsibilities include providing grants administration support for both external and internal funding applications. Due to handling sensitive materials (e.g. test scores, letters of recommendation, admissions materials, exams, salary information and external grants budgets, and other personal information) discretion and confidentiality are essential.
ESSENTIAL FUNCTIONS
Oversee daily office operations, including answering phone and email inquiries, performing clerical duties, and coordinating service requests (e.g., computer, facilities, phone, custodial, e-waste, shredding). Handle mail and package distribution and processing, greet visitors, and assist with copying, faxing, and scanning. Maintain the department¿s physical space, update posted information and ensure orderliness. Schedule university movers and create signage. (25%)
Oversee marketing and communications strategy to promote the department¿s undergraduate and graduate programs, events, and accomplishments. This includes creating print and digital content for events, open house recruitment, etc. and distributing materials for faculty use. Manage the department¿s website, social media platforms, and Canvas site, ensuring compliance with branding and university standards in cooperation with the University Marketing and Communication Office. Use data to evaluate and improve marketing and communication strategies to increase user engagement and student applicants. (25%)
Assist business manager with research administration pre-award grant functions; this includes collaborating with faculty to ensure all application requirements are fulfilled, assisting with proposal budget preparation, and working in SPARTA to meet university proposal requirements. (15%)
Process confidential information and maintain department databases for all programs, including major/minor declarations, alumni directory, adjunct/secondary faculty directory, course syllabi, and instructor office hours. Proofread and edit correspondence, reports, records, as needed. (10%)
Assist the chair with the schedule of classes, entering course data in SIS, including course topics and additional course sections. (10%)
NONESSENTIAL FUNCTIONS
Schedule rooms for classes, events, colloquia, and seminars. Coordinate and advertise department-supported events, including scheduling College of Arts and Sciences controlled rooms. (5%)
Run campus errands delivering materials to various offices, primarily between Mather Memorial Psychology Program and COSI Program. (3%)
Assist faculty with annual graduate and undergraduate awards by compiling award winners, providing data to appropriate university office, and maintaining a database of winners. (3%)
Perform miscellaneous clerical tasks as needed. (1%)
Train and supervise the work of campus job and work-study students. (1%)
Assume responsibilities for absent staff members. (1%)
Perform other duties as assigned. (1%)
CONTACTS
Department: Frequent contact with Business Manager, department faculty, and other department staff members to exchange information.
University: Occasional contact with College of Arts and Sciences Research Administration and Marketing and Communications, School of Graduate Studies, Office of Undergraduate Studies, Facilities, Utech, Custodial Services, Telephone Services, University Movers, Cashier¿s Office, Access Services, and the Key Shop, to exchange information.
External: Occasional contact with vendors, alumni, visitors to exchange information.
Students: Occasional contact with Department of Psychological Sciences graduate and undergraduate students to exchange information.
SUPERVISORY RESPONSIBILITIES
Oversee the work of undergraduate interns and temporary workers.
QUALIFICATIONS
Experience: 5 years of related experience required. Experience with professional communications (creating promotional materials, social media platforms) and database management. Experience providing support for pre-award grants preparation is strongly preferred.
Education: High school education required.
REQUIRED SKILLS
Excellent communication skills, including the ability to understand written documents, listen actively, and communicate effectively both in writing and verbally.
Ability to learn new information and apply it to problem-solving and decision-making.
Strong organization and administrative skills.
Ability to interact with colleagues, supervisors, and customers face to face.
Must be confident, and capable of working under general direction.
Ability to prioritize and manage multiple projects to meet deadlines.
Demonstrated success in support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Proficiency in Microsoft Office software and collaborative software (e.g. Google Apps) and the ability to learn new software programs strongly preferred
Ability to operate copy and fax machines to produce and scan documents.
Professional experience in current social media platform use.
Ability to meet consistent attendance requirements.
WORKING CONDITIONS
Typical office environment. The employee will perform repetitive motion using a computer mouse and keyboard to type.
Requirements
QUALIFICATIONS
Experience: 5 years of related experience required. Experience with professional communications (creating promotional materials, social media platforms) and database management. Experience providing support for pre-award grants preparation is strongly preferred.
Education: High school education required.
