Administrative AST II

Chair Support: The position supports the department chair in daily activities, including
(but not limited to): scheduling of faculty meetings; special-called meetings;
scheduling of faculty/staff annual review meetings; and accounting of TA office hours.
The position is also responsible for scheduling of all other business meetings as well as
travel for the department chair. The incumbent will be responsible for on-line calendar
management for the department chair, including identifying the purpose for all
requested meetings.

The position will be responsible for all internal meeting announcements, department
event announcements (in collaboration with MarCom staff, in cases of external
visitors). In collaboration with the Development officer, the position will communicate
with the advisory boards (industry and young) as well as alumni. The incumbent of this
position will also be responsible for all donor communications (i.e., letters from the
department under the chair’s signature).

This position will serve as a liaison for the chair with all department student
organizations, including, but not limited to, any required event approvals, funding use
requests, marketing approvals, etc. on behalf of the chair.

The incumbent will work with the chair to prepare and distribute agendas for all
faculty meetings. The incumbent will attend faculty meetings and take minutes for the
chair. This position will also prepare and collect faculty surveys on job candidates.
Survey results are to be summarized for department chair review. The position will
also conduct faculty votes for hire and tenured faculty votes for tenure.

The position will also provide the chair with all necessary faculty and staff evaluation
forms. The incumbent will secure signed evaluation letters based on annual reviews
and convey the letters to department human resources (HR) personnel for filing.

Departmental Support: The incumbent will work with the chair for reception backup,
as needed. The position will also assist the chair with preparation of nominations for
faculty and student awards and nominations of faculty for professorships. The
incumbent will also assist the chair in preparing scholarship letters for undergraduate
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and graduate students and update department awards plaques on an annual basis. As
an additional department support function, the incumbent will work with fiscal
operations staff in scheduling seminar speakers and making travel arrangements. The
incumbent will also assist with on-campus interview logistics, including arranging
candidate escorts between meetings.

Faculty Support:This position will support faculty/staff search committees with
applicant lists; gathering of applicant materials for committee review; arranging
candidate phone/video interviews, and scheduling on-site faculty candidate
interviews, including arranging travel.

Tenure and promotion (T/P) processes: This position will call for faculty dossiers and
verify content against college criteria. The incumbent will also call for and organize
mid-cycle review packets and schedule mid-cycle review processes with tenured
faculty. The incumbent will also call for letter writer lists from (T/P candidates and the
chair) and make distribution to the college, in addition to sending letter writer
invitations. The incumbent will also manage T/P review process scheduling and
preparation of college forms as well as track documents in-review by tenured faculty.

This position will also prepare some letters for faculty on departmental letterhead.

Event planning:This position will maintain the department event calendar (e.g.,
advisory board meetings, spring awards banquet, etc.) as well as maintain all
departmental conference room calendars. The incumbent will work with the chair on
all department events and faculty workshop planning and contracting of services for
these events. The position will also work with the chair on organizing the faculty
retreat. Some after-hour’s event organization and attendance is necessary.

Advisory Board:The position assists in the planning of advisory board semi-annual
meetings and quarterly telecons, which may be remote or virtual. The incumbent will
coordinate meeting times, dates, speakers, and presentation materials. The incumbent
will distribute semi-annual meeting invitations and agendas as well as assist the chair
with minutes on specific sessions.

Other duties as assigned: The position will also assist the chair in managing established
email distribution lists for various constituents (faculty lists, staff list, advisory board
list, graduate student lists, etc.).
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$19.00 - $22.00 per hour; commensurate with qualifications and experience

High school diploma or equivalent and four years of relevant experience.

- Experience and familiarity with the roles of academic leaders (chairs, directors and deans), managing calendars and day to day functions of an office to effectively and proactively provide a professional support.

- Knowledge of and experience with academic processes of faculty, including Tenure and Promotion, Faculty Annual Reports and Evaluations, and Sustained Performance Evaluations.

- Ability to plan, organize and coordinate work assignments.

- Ability to exercise and maintain strict confidentiality of sensitive information.

- Excellent computer skills and the ability to operate general office equipment.

- Excellent interpersonal and communication skills (verbal and written). Thorough knowledge of standard business procedures to include compilation and typing of letters and memos, filing, and telephone use.

- Ability to establish and maintain cohesive working relationships with others and to operate as a team player.

- Ability to understand and appropriately apply rules, regulations, policies and procedures.

In order to be considered for this position, applicants must upload a cover letter and resume with application.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.