Administrative Assistant 3

Summary

The purpose of this position is to provide administrative support, office management, data keeping, and procurement in the Department of Biology as described below

This position is in person.

Essential Functions

Cost Center Manager

• Coordinate Department budgeting in consultation with the Department Chair. Coordinate and perform Workday tasks related to budgeting, including but not limited to: P-card reconciliation, Departmental requisitions and Purchase orders, monitor and manage department costs, and help obtain quotes as needed.

Supervision of Department Teaching Assistant and Support for faculty and adjuncts

• Hire and supervise Teaching Assistants for the Biology department; approve electronic timesheets, and create work schedule.

• Assist faculty and adjunct professors on office functions and procedures as needed,

• Review and check syllabi for compliance, uploads to Biology Department & Curriculum & Policy SharePoint sites

Administrative Responsibilities:

• Barry University Brand Ambassador for department marketing efforts:

• Assist with faculty, adjunct, and staff new hire procedures and serve as a liaison with Human Resources for the hiring of Faculty, Adjunct Faculty, and staff positions

• Department of Biology Liaison for Colleague and the College of Arts and Sciences Dean’s Office

• Occasional evenings/weekend events may be required.

• Must attend required training

Data and Record Keeping:

• Compile data for and assist with the Biology Annual Report

• Run reports from Colleague for annual reports, budget, and enrollment management

• Prepares and Faculty Full Time Equivalent reports  Coordinates Faculty Travel Requests for the Department and in conjunction with the Dean’s Office

• Ensures that Barry Online Catalog content is up to date and correct

• Review and check syllabi for compliance, upload to the Biology & Curriculum and Policy SharePoint sites

Facilities and Equipment Management

• Liaison for Facilities management, public safety, and the environmental safety officer

• Manages physical enhancements to the classrooms /labs and alterations to office, lab, storage areas, and equipment

Qualifications/Requirements

• An Associate's degree is required. A Bachelor's degree is preferred.

• 3-5 years of previous experience in a similar position is required.

• Previous supervisory experience is required.

• Processing of requisitions and orders, service contracts, and overseeing large equipment delivery/installations. Assigning and supervising office operations and student employees.

• Advanced computer software and hardware knowledge. Proficient in MS Word, Excel, PowerPoint, Outlook, Adobe Acrobat Pro, AIS, SharePoint, Teams, Apps such as CORQ

• Communication and negotiation with outside vendors, Professional phone/email correspondence to constituents, faculty, and students, memos, editing course syllabi, filling in legal templates for contracts and services

• Planning/Coordination of Special Events: Department events such as Meet The Faculty, Outstanding Biology Major Awards and Honors Society, Coordinating Field Trips with Faculty

• Must be available to work occasionally evening/weekend events as needed.

• The incumbent must attend Human Resources training as required for the liaison role.

• This position requires a background check to include credit.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.