About this role
STAFF ASSISTANT, CURRICULUM & INSTRUCTION and HUMAN SCIENCES
Job Description: The Staff Assistant will provide administrative and secretarial support for the Department of Curriculum and Instruction and the Division of Human Sciences. The incumbent assists the chair, director, and faculty with class schedules, faculty and student hiring, book orders, office hours schedules, and other academic-related tasks, as well as managing expenditures and budgeting for both units. Responsibilities Include GENERAL • Serves as initial point of contact and support for students, faculty, staff, and other stakeholders. • Provides administrative and clerical support for the chair and director and faculty in all departmental activities. • Is familiar with departmental, college, and university policies and procedures and provides guidance to departmental faculty and staff on policies and procedures. • May compose, proofread, edit, and prepare correspondence, reports, and other materials, including email correspondence and databases, as directed. • Performs other tasks and participates in departmental projects as assigned. ACADEMIC SUPPORT • Assists faculty with book orders, photocopying, posting of office hours schedules, recording of syllabi, and other academic-related tasks. • Enters detailed class and instructor information into the scheduling system each semester. • Prepares semesterly part-time instructor payment contracts and ePAFs. BUDGET • Monitors and reconciles department budget and prepares year-end projection reports monthly. • Reconciles department P-card(s) monthly. • Prepares Professional Services contracts. • Procures needed equipment and supplies through P-card, requisition, or other approved purchasing processes. • Assists faculty with all aspects of university travel, including preparing travel authorizations, purchasing flights/registrations/rental vehicles, and preparing post-travel reimbursement vouchers.
PERSONNEL • Supports the recruitment of new faculty by arranging travel, scheduling events, managing search paperwork, recording applications, and initiating onboarding processes. • Manages and maintains organized, confidential instructor employment files. • Assists with the hiring, training, and supervision of work-study or student workers. OUTREACH • Manages department social media accounts. • Assists with preparation and distribution of departmental newsletter. • Coordinates departmental events, both recurring and special. • Assists with creation of departmental marketing materials (involving basic design, content verification and/or recommendation, coordination with the Office of Marketing, and printing). • Provides basic editing of department webpages (training to be provided). FACILITIES & OPERATIONS • Submits work order requests for the department. • Maintains and organizes departmental supply and equipment inventories. • Sorts and distributes department mail as needed and coordinates bulk mailings.
Minimum Requirements • High school education or equivalent • 1-3 years of full-time verifiable secretarial or administrative work experience • Proficient with Microsoft Office Suite, particularly Excel • Must possess strong people skills and excellent written and oral communication skills • Must be able to work on campus (this position is not typically eligible for remote work)
Preferred Qualifications • Bachelor's degree • Work experience in a higher education setting • Experience with any of the following is preferred: Banner or Oracle, Google Workspace, graphic design, Adobe Acrobat Pro, Canva