Administrative Assistant

Job Description The College of Arts and Sciences has an outstanding opportunity for Administrative Assistant 3 to join their team. Each cohort combines the finance, HR, and onsite management functions of between 3-8 academic departments to achieve operational excellence and promote service efficiencies. In concert with department chairs and faculty, CAS Dean’s Office leadership, and the Administrative Support Team (AST), each cohort will be supported by a Finance Analyst, an HR Manager, an Administrative Assistant Supervisor, and a team of Administrative Assistant 3s. The primary responsibility of the Administrative Assistant 3s is to provide front office and general administrative support to the chair, departmental staff, faculty, and students of their primary departments. The College is now recruiting one (1) Administrative Assistant 3 to support the Humanities One cohort. The departments supported in this cohort include: Asian Languages and Literature Classics French & Italian Studies German Studies Middle Eastern Languages and Cultures Scandinavian Studies Slavic Languages and Literatures Spanish & Portuguese Studies Each Administrative Assistant 3 primarily supports 1-2 of these departments, while contributing to the cohort administrative assistant team overall. The Administrative Assistant 3 reports to the Administrative Operations Supervisor. Key Responsibilitie s Course Scheduling and Curricular Support (30%) Assist with the analysis of quarterly reports detailing student credit hours, section fill rates, major and minor data. Develop reports for Chairs to aid in future quarters’ offerings. Under the direction of the chair and/or curriculum head(s), collect faculty course plans for the academic year. Enter courses into the quarterly time scheduling tool per UW deadlines. Review time schedule and ensure course offerings follow the Office of the Registrar’s Learning Spaces policies (aka the “Heat Map”). As appropriate, suggest alternate scheduling or classrooms for courses and execute approved changes. Manage time scheduling changes, room assignments, etc., ensuring that all deadlines are met while being responsive to faculty needs and requests. Act as a primary liaison between the departments, Time Schedule office and Office of the Registrar. Events (25%) Manage event reservation requests. Coordinate event logistics and communications under the direction of department chair and/or faculty event lead. Schedule department-managed spaces. Assist with event set-up occurring within regular work hours (M-F, 8 a.m. to 5 p.m.). Under leadership of department chair and/or event lead, plan and execute department commencement activities. General Support (15%) Reception tasks such as greeting visitors, answering phones, mail collection, etc. Manage department email account(s), forwarding messages to appropriate recipients daily. Collect and maintain department disposition logs. Assist in the correct disposal of documents. Route classroom issues (A/V, access, facilities) to relevant services as needed. Maintain department's shared drive. Serve as the primary records manager for the department Procure office supplies and management of department ProCard and CTA card. Communication (15%) Coordinate submissions, edit, compile/design, finalize, distribute department newsletter. Coordinate with chair to upload and send annual communications (holiday letters, etc.). Coordinate social media posts. Upload website content as needed. Travel, Reimbursement, and Payment Support (10%) Coordinate travel procurement for department visitors, including letters of invitation, making travel arrangements, ordering travel services (ground transportation), and processing reimbursements. Provide support for faculty and student reimbursements, purchase orders, honoraria, guest service payments, and other submissions to the Administrative Support Team (AST), including troubleshooting issues and coordinating processing as needed…

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