Administrative Assitsant
Administrative Assistant
Theatre & Film
Position Summary: Under the general supervision from the chair of the department, facilitates scheduling and contracts, relieves chair of routine administrative tasks; prepares typed copy from rough written copy, oral instruction; proofs copy and makes corrections. Under supervision of the chair, maintains records of all operating budgets for department. Represents Department Chair by serving as liaison between department Chair and unit faculty and staff. Serve as representative for Department Chair, when called upon, at University meetings and conferences.
Essential Duties, Tasks and Responsibilities
Operating Budgets
- Process payment (p-card, purchase order, budget transfer, PO1, appropriation transfer) for all classes and student travel insurance, production areas and petty cash, student organizations, special departmental budget areas, as well as summer and outreach program areas, and order office supplies/department supplies as needed. Research and analyzing materials, information and programs; providing technical information and advice to aid Department Chair in decision making; making recommendations and assisting in developing new procedure and programs. Department and University Budget Foundation Accounts
Maintain Departmental Records and Prepare Reports with the Chair
Research and analyzing materials, information and programs; providing technical information and advice to aid Department Chair in decision making; making recommendations and assisting in developing new procedure and programs.
- Maintain records and prepare reports for all operating budgets.
- Maintain faculty and staff files, including Administrative Leave reports, annual evaluations, and documentation of job performance.
- Maintain departmental assessment records.
- Maintain curricular modifications records.
- Maintain records of scheduling, registration and departmental correspondence.
- Maintain records for NAST accreditation and program review.
- Prepare and file accident reports.
- Prepare annual facilities audit and submit to Capital Planning.
- Coordinate technology records, including annual equipment inventory.
- Coordinate OBOR request, desktop replacement requests, software requests.
Scheduling, Registration, and Departmental Communication
Research and analyzing materials, information and programs; providing technical information and advice to aid Department Chair in decision making; making recommendations and assisting in developing new procedure and programs.
- Work with Chair to build course offerings each semester: Review and tabulate course distribution and room assignments. Prepare College reports concerning scheduling. Communicate with faculty concerning scheduling issues. Load scheduling information into CSS. Proof schedule for errors and facilitate distribution of schedule. Maintain records concerning classroom time grid, course rotation and faculty assignments.
- Schedule and attend weekly staff meetings for office staff and Chair: To review workload issues and establish work priorities. To promote communication within the Department.
- Communicate College and University deadlines to faculty/staff and Chair concerning annual reviews and evaluations and upcoming events.
- Facilitate communication between the Department and various University offices.
- Prepare and submit annual NAST report in consultation with the Chair.
- Register Graduate students and undergraduate students as needed, including enrollments in independent study classes and maintain wait lists as needed.
- Be available to cover telephone and receptionist duties as needed.
- Provide orientation sessions to all graduate students, new faculty and staff hires concerning departmental procedures, facilitate office space and furniture, facilitate parking permits, and issues University assigned keys.
- Communicate graduate assistantship assignments each semester.
- Prepare and support administrative and budgetary elements for outreach and summer programs as developed.
Job Searches and Contract Requests
- Work with Chair to facilitate all faculty and staff searches following University and College procedures and documentation from job posting to final hire.
- Work with Graduate Coordinator and Chair to establish budget for graduate contracts and prepare final contract requests for all graduate assistantships.
- Prepare all student contracts in consultation with Chair.
- Prepare all guest artists/scholar contracts in consultation with Chair.
- Prepare all contracts for summer programs as needed in consultation with Chair.
- Process royalty payments.
- Prepare and process Grant-in-Aid correspondence and contracts in consultation with Chair.
Supervisory Duties
- Coordinate and hire student employees.
- Supervise student employees in the office.
- Serve as immediate supervisor of Secretary position.
The above statements are not intended to include all responsibilities, duties and skills, but rather to describe the general nature and level of work.
Essential Competencies
- Knowledge of basic mathematical skills
- Knowledge of basic reading skills
- Ability to carry out verbal and/or written instructions
- Ability to effectively communicate, verbally and written
- Detail-oriented and highly accurate
- Ability to work effectively in a team environment
- Ability to interact effectively with students, faculty, staff, and the public and represent
BGSU appropriately - Ability to define problems, collect data, establish facts and draw valid conclusions
- Handle sensitive contacts with public and other work units
- Excellent interpersonal skills and an appreciation of customer service
- Ability to access and maintain document imaging systems, including scanning and filing
documents - Ability to accurately receive and disburse cash, whether currency, credit cards, checks, or
other payment forms - Ability to operate computers and peripheral equipment such as printers
- Knowledge of computer skills, such as MS Office, presentations, spreadsheets, database
entry/query, and previous system experience - Ability to work in a changing, fast-pace environment
- Ability to coordinate or lead others in accomplishing work activities
Minimum Qualifications
Experience
One year related experience required.
Education
High school diploma or GED required.
Salary
Full-time classified staff position. Pay Grade 26/$16.83. Full benefit package available.
Deadline to apply: January 31, 2020
To Apply
For a complete job description & to apply for this position visit https://bgsu.hiretouch.com/ or contact the Office of Human Resources at (419) 372-8421. BGSU. AA/EEO/Disabilities/Veterans. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with Bowling Green State University, please call 419-372-8421.