About this role
Context of the Job
Under direct supervision of the department Business Administrator, the Administrative Assistant provides a high level of confidential administrative support to the Chair and the Business Administrator in oversight of daily operations within the Department of Animal and Food Sciences (ANFS). This position provides a wide range of support and services within and outside the Department, coordinates various events, and manages special projects inclusive of but not limited to financial processing. In this busy work environment, critical thinking, multi-tasking, independent judgment, and confidentiality are required.
Responsibilities
- In support of the Chair:
- Provide administrative support, including independent calendar management, travel arrangements, screening incoming guests and calls, communicating and scheduling meetings, and interacting with a wide range of individuals internal and external to the college and department, while exercising a high level of judgement and maintaining strict confidentiality in all matters.
- Coordinate monthly faculty meetings and annual faculty retreat: schedule meetings, solicit meeting agenda items, attend meetings, set up ZOOM link, and conference room IT, record and distribute minutes, and appropriately maintain filing system for archive retention.
- Coordinate annual faculty appraisal and promotion and tenure reviews.
- Based upon monthly donor reports, prepare monthly “thank you” notes to donors.
- In support of the Business Administrator:
- Coordinate routine and non-routine departmental meetings and events. Generate expense reports in accordance with budget as outline by the Business Administrator.
- On projects assigned by the Business Administrator, manage, execute, and monitor to completion facilities, marketing, and promotion requests.
- According to department, college unit, and university protocols:
- Parcel & Mail administration: incoming and outgoing
- Vehicle management
- Parking pass administration
- Conference room scheduling and management
- Monitor department general office s