Academic Administrative Assistant I, Math & Fine, Digital, and Performing Arts

Academic Administrative Assistant I, Math & Fine, Digital, and Performing Arts

Salary

$16.02 - $22.53 Hourly

Location

940 Second St. Portsmouth, OH 45662, OH

Job Type Full-Time

Job Number POS-003

Division Academic and Student Affairs

Department ASA-College of Arts & Sciences

Opening Date 10/13/2026

Closing Date 10/25/2026 11:59 PM Eastern

Description

Benefits

• Job Description Summary

• JOB PURPOSE STATEMENT

• Under general direction and according to policies and procedure, the Academic Administrative Assistant I, Math, and Fine Digital and Performing Arts is responsible for providing a wide range of administrative support duties related to the needs of the College's faculty, Chairs and designated academic program staff, and supports the mission of the Institution. These duties include such tasks as composing and typing correspondence, developing and maintaining departmental files, authorizing routine expenditures, and assisting in monitoring departmental budget. This position gathers and interprets information for complex reports, uses discretion and judgment when screening important visitors and phone calls, and plans and organizes work priorities.

• Principal Duties and Responsibilities

• FUNCTIONS

• Provides a wide range of administrative support from basic to complex for full-time faculty, adjunct faculty, and designated academic program staff

• Provides administrative support for the Chairs

• Oversees office budget for academic areas including preparation and reconciliation of purchase orders, credit card purchases, and expense reports. Also prepares contracts for adjunct faculty members, student employees, and supplemental employees

• DUTIES AND RESPONSIBILITIES

• Provides a wide range of administrative support from basic to complex for full-time faculty, adjunct faculty, and designated academic program staff

• Coordinates preparation for the start of the semester, including preparing classrooms for occupancy, making sure all equipment is in working order, working with IT to install/update essential computer programming/software on lab and instructor computers, collecting/maintaining course syllabi and uploading to FEITH, ordering textbooks, distributing rosters as requested, and assisting faculty in student registration into classes

• Organizes and maintains copy/mail room, distributes mail and processes outgoing mail, prepares faculty mailboxes, email distribution lists, contact lists at the beginning of each semester

• Orders supplies for classes, labs, and offices

• Assists new faculty by preparing office space and arranging for computer and phone setup and keys

• Assists faculty members with any projects as assigned, including department related travel, recommendation letters, and other correspondence, ordering instructional tools, troubleshooting equipment issues, and making copies

• Cancels classes following department guidelines and posts class cancellations

• Provides administrative support for the Chair

• Assists department Chairs with course scheduling; distributing course offerings and collecting faculty preferences, coordinating scheduling of adjunct faculty, serving as a liaison between academic departments when handling scheduling challenges, formatting and submitting department schedules and staffing to faculty and registrar, and creating department office hours and class schedule spreadsheets

• Prepares contracts for adjunct faculty, graduate assistants, and supplemental contracts for theater, music, gallery curator, kiln technician, etc.

• Initiates and prepares forms for hiring internal and external Life Drawing/Figure models.

• Initiates and prepares forms for hiring student assistants, workers, and support personnel.

• Assists Math Chair with the operation of the Math Lab, including: recruiting and screening of student workers, developing student worker distribution list, creating and posting worker schedule, coordinating pay documents such as hire paperwork and timesheets, tracking attendance and coordinating replacement workers as needed, logging check-out and return of classroom equipment, maintaining lab library by ordering current classroom materials and books, and creating name badges for lab workers

• Assists the FDPA Chair by overseeing student worker(s) in the department, including creating work schedules, coordinating payroll documents (request to hire, timesheets, tracking attendance, etc.)

• Serves as the primary contact for the Department of Mathematical Sciences and the Department of Fine, Digital, and Performing Arts, which includes: answering and screening phone calls, greeting students, faculty, and staff appropriately, determining and recommending course of action with discretion and judgment using knowledge of University policies and procedures, working with Chairs in handling sensitive issues, providing program information to prospective students and parents, assigning faculty advisors according to program areas, and assisting with accommodations for visiting scholars and speakers

• Assists Chair with Department correspondence including taking and preparing minutes for department meetings, assisting Chair with agenda development, preparing needed graphs, charts and reports, and maintaining faculty and adjunct faculty contact lists and workload hours

• Coordinates special events for the departments such as the annual math picnic, Pi Mu Epsilon activities, Evening of Honors, and special guest lectures

• Assists department Chairs/search committee chairs with the faculty search process, including hotel accommodations, travel arrangements, scheduling of interviews and classroom presentations, coordinating catering, and preparing reimbursement documents for candidates

• Develops and maintains departmental record keeping and filing systems

• Gathers data and compiles faculty workload reports that are submitted to CAS Dean

• Serves as liaison with various internal and external offices

• Assists the Curator of the Appleton Gallery

• Helps coordinate receptions for shows, collects and deposits receipts for art auctions/sales, assists with advertisement of events, and manages gallery budget.

• Communicates with Controller's Office regarding insurance values and other pertinent information regarding shows.

• Oversees office budget for academic area including preparation and reconciliation of

• purchase orders, credit card purchases, and expense reports.

• Prepares contracts and coordinates travel reimbursement for adjunct faculty members

• Coordinates and manages the purchase of Mathematical and FDPA software licenses, Departmental Professional memberships, replacement computers for faculty and labs, and instructional supplies

• Reviews and reconciles monthly department budget reports and P-card and coordinates routine expenditures

• Minimum Job Knowledge, Skills and Abilities

• MINIMUM JOB KNOWLEDGE, SKILLS & ABILITIES

• Ability to type at acceptable levels of speed and accuracy

• Ability to produce spreadsheets and/or documents using current software programs; proficient with Microsoft Office products.

• Strong administrative skills, including the use of correct grammar, punctuation and spelling

• Ability to complete work assignments while responding to frequent and varied interruptions

• High level interpersonal and communication skills necessary to interact effectively with variety of publics

• Strong organizational skills necessary to coordinate calendars and schedules

• Good filing, record keeping and analytical skills

• Minimum Qualifications

• MINIMUM QUALIFICATIONS (EDUCATION AND EXPERIENCE)

• Some College or post high school education

• Two to three (2-3) years related experience

Shawnee State University offers a competitive starting salary (commensurate with overall qualifications) including an attractive benefits package. See Overview of Employee Benefits for more information. Some of our benefits include:

• Paid Holidays

• Paid Winter Break in December

• Medical, Dental, and Vision Insurance

• Tuition Waiver

• Life Insurance

• Retirement Plans

• Employer

• Shawnee State University (OH)

• Address

• 940 Second St.

• Portsmouth, Ohio, 45662

• Support

• Job Application

Job Details

Applying as:

Support