Administrative Assistant 3

Summary

The Administrative Assistant III for the Department of Mathematics and Computer Science (MCS) is responsible for the clerical and administrative duties associated with the department and requested by the Chair and faculty members of the department.  Specifically, this position is the first point of contact for students, other university constituents, and visitors to the department.  Keeps organized records, accurate minutes of departmental meetings, coordinates assessment for general education courses, and departmental assessment documents.  This position completes requisitions, manages and supports the chair with the budget process, is responsible for all Colleague/Informer database inquiries, organizes departmental course scheduling, and serves as liaison to Facilities Management, Enrollment Services, Human Resources, the Registrar, and the Dean’s Office.

This position is In-Person

Essential Functions

Manages the daily operation of the Department of Mathematics and Computer Science:

• Answers and screens all phone and email communication.  Directs to appropriate personnel.

• Acts as liaison/administrative support to faculty, adjuncts, university constituents, students, student employees, and external constituents.

• Orders and maintains inventory of office supplies, instructional supplies (software, flash drives, etc).

• Initiates and recommends process improvements

• Supports the Chair and faculty in daily department functions/operations and completion of tasks.

Performs necessary administrative and clerical support for the department:

• Input the class schedule and coordinate the necessary computer room scheduling for the department

• Manages the requisition creation and reconciliation for needed purchases

• Maintains an accurate and organized filing system and electronic files (SharePoint) for all department records.

• Assists in planning special events and meetings (including ordering food, equipment, room reservation and set up, etc)

• Keeps accurate meeting minutes for departmental meetings

• Maintains appropriate timelines for university deadlines and reminds faculty of upcoming due dates

• Manages daily mail, email, and communication

• Responsible for processing Activity Pay in Workday for full-time faculty and Adjunct faculty (summer and overload)

• Prioritizes tasks and uses critical decision-making processes and effective time management skills to balance workload and complete tasks efficiently

• Maintains and updates lists in departmental showcases

• Maintains and updates information on the departmental website.

Acts as a liaison to Human Resources, University Registrar, University Business Solutions, Facilities Management, DOIT, Enrollment Services, Business and Finance, and other university constituents:

• Familiarity with Colleague/Informer functionality and ability to gather necessary data for departmental reporting

• Reports infrastructure issues to Facilities Management and follows through on requests to completion

• Interfaces with Human Resources for job postings and hiring related to adjunct positions

• Coordinates with DOIT for all computing and software needs and updates for faculty and classroom instruction

• Perform tasks and duties as assigned by the Dean’s Office (travel request/requisitions, General Education forms, Advising Survey, faculty evaluations, and other tasks as requested)

• Familiar with Business and Finance policies and procedures for requisitions, timelines/due dates, and travel reimbursement

• Remains up to date with training and knowledge pertinent to the execution of job duties and efficient operation of the department.

Organizes and maintains all pertinent information for academic advising

• Knowledge of academic advising policies and procedures

• Maintains accurate records for all advising files and database listings (major designation, academic advisor listing, etc)

• Runs necessary reports to support advising

• Facilitates departmental operations and supports department members during all orientation sessions

• Coordinates the scheduling of academic advisors and new student advisees.

.   Manages student employees (Federal Work Study and Lab Assistants)

• Advertises positions, interviews students, hires and supervises student employees

• Provides assigned tasks on a daily/weekly basis

• Provides guidance on developing professional office behavior and models workplace decorum

• Verifies and approves FWS and student employee time sheets via Workday.

Perform all other job related duties as assigned, requested or required

Qualifications/Requirements

• High school is required. A Bachelor's degree is preferred.

• 3-5 years of related experience.

• Intermediate knowledge of Workday, MS Office Suite, SharePoint, and LMS.

• WebAdvisor, Canvas, and Colleague preferred.

• Excellent communication skills, verbal and written.

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.