PHYSICS - Admin Asst Physics

Job Classification

  Hourly 3/4-time (30-34)

Position summary

The Administrative Assistant for the Departments of Physics and Biology will do tasks as time permits in support of the chairs’ responsibilities and priorities -- some regularly on a daily, weekly or monthly basis, others seasonally or for singular events. They will intentionally project the department’s goals, philosophy, and image, creating a warm, friendly environment which adapts and adjusts to the needs of students, faculty, and guests and maintains high standards of excellence, integrity, commitment, spirit, service, & efficiency.

Qualifications summary

Experience as administrative assistant, receptionist, or equivalent.

Ability to play a friendly, courteous, confidential, and effective supporting role involving:

• Frequent interruptions and multi-tasking


• Collaboration


• Meeting the public


• Hospitality and service skills


• Organizational, communication, creative problem-solving and follow-up skills


• Attention to detail with a strong work ethic


• Microsoft OFFICE, Adobe ACROBAT or equivalent


• ZOOM and other remote meeting software


• Facebook and other social media

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Generally, assist the chairs in:

• Carrying out the department’s academic, scholarly, and service responsibilities


• Intentionally projecting departmental goals, philosophy, and images


• Creating a warm, friendly departmental environment for students, faculty, and guests;


• Maintaining high standards of excellence, integrity, and efficiency 

More specifically:

1. Represent the chair and department
   
   
   
   
   1. Answer office phones, take messages, greet walk-ins, directing them to appropriate personnel
   
   
   2. Give initial promotional and informational materials upon inquiry
   
   
   3. Maintain awareness of general student and faculty needs, prioritize with chairs, and facilitate solutions
   
   
   4. Do errands and provide support services to facilitate function for the chair, faculty, students, or guests as needed (could include printing, duplicating, cleaning, proctoring, supervising, moving, phoning
      
       
   
   
   
   


2. Schedule the chairs and departments
   
   
   
   1. Assist chair in arranging, coordinating, and preparing for meetings and events & posting them in OUTLOOK
   
   
   2. Remind meeting participants of appointments and deadlines and help chair follow up on action lists
   
   
   3. Prepare as needed, the chair’s committee & departmental documents in WORD & PDF (agendas, minutes, action lists and follow up) and post onto departmental fileshares or webspaces
      
       
   
   
   
   


3. Help keep lists complete, up-to-date, and archived
   
   
   
   1. Schedules (chair, department, workforce, classrooms, amphitheatre)
   
   
   2. Contacts (students, alumni, prospective students, vendors)
   
   
   3. Inventories (computers, printers, keys, etc)
   
   
   4. Bulletin copy, course offerings, course schedule, and enrollment histories
   
   
   5. Secretary’s manual & executive notebook and online locations
      
       
   
   
   
   


4. Assist in the preparation, submission, storage, and retrieval of forms, photos, & correspondence
   
   
   
   1. Check requests, purchase orders (PO), interdepartmental charges (IDC)
   
   
   2. Syllabi, textbook orders, desk copy requests
   
   
   3. Course schedules and changes, classroom, lab, and amphitheatre coordination
   
   
   4. Budget, accounting, and tour records
   
   
   5. Worker forms & student study desk applications
      
       
   
   
   
   


5. Maintain office equipment and relevant supplies & provide or arrange for services
   
   
   
   1. Prepare computer documents (certificates, flyers, notices, brochures)
   
   
   2. Make calls on behalf of chair, faculty, students, and guests) & handling small incoming & outgoing fax traffic
   
   
   3. Scan, print (B&W, color, label, & large format), photograph & video as needed for communication
   
   
   4. Mail (sorting & delivery, packaging, tracking, shipping, bulk mailings) & email (bulk emails)
   
   
   5. Key & electronic access management
      
       
   
   
   
   


6. Help plan, develop, monitor, maintain, & organize departmental spaces
   
   
   
   1. Chairs’ offices (environment, files, notebooks, fileshare) & department offices, workroom, fileware and website (environment, supplies, manuals, forms, media and software)
   
   
   2. Classroom & lab areas, equipment & supply rooms, and student work and study areas in Price Hall and Haughey Hall
   
   
   3. Liaise with plant service, custodial services, telecom, and ITS as one of the Science Complex building managers
   
   
   4. Way markers, signage and visuals in classrooms, labs, hallways, & entries
   
   
   5. Develop and use the Andrews Botanical Conservatory, the Museum of Nature & Science, the Heidke Amphitheatre, the Thompson Amphitheatre, and the Kingman Observatory
   
   
   
   

Supervisory responsibilities

Recruit and coordinate departmental student workers

1. Help distribute & follow up on delegated tasks (eg. lab support, tutoring, computer support, equipment repair, scanning/filing, additional form preparation, recruitment, web page updates, special projects)


2. Determine and facilitate the flow of information and tools needed for workers to successfully complete their tasks


3. Assist chair in preparing, submitting & analyzing payroll, entering corrections, calculating bonuses, charting hours & tasks, submitting hours


4. Orient student workers (rate sheets, time clock, keys, handbook, etc) & facilitate communication between student workers and supervisors


5. Supervise departmental hospitality, eigen and , and recruiting personnel

Qualifications

Experience as administrative assistant, receptionist, or equivalent.

Ability to play a friendly, courteous, confidential, and effective supporting role involving:

• Frequent interruptions and multi-tasking


• Collaboration


• Meeting the public


• Hospitality and service skills


• Organizational, communication, creative problem-solving and follow-up skills


• Attention to detail with a strong work ethic


• Microsoft OFFICE, Adobe ACROBAT or equivalent


• ZOOM and other remote meeting software


• Facebook and other social media

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

• Scheduling appointments, facilities, and functions


• Recruiting and coordinating departmental students and workers


• Managing contact lists and mailings


• Preparing documents, forms, and newsletters


• Using and maintaining office equipment


• Helping monitor, procure & organize departmental spaces, info, supplies, and equipment


• Planning and executing events


• Managing departmental finances

Interpersonal interactions

• Must have excellent written and oral communication skills; ability to speak a language other than English is always helpful in our office


• Must work well with diverse groups of students, faculty, and administrators


• Must be able to maintain confidentiality

Physical demands

While performing the duties of this job, the employee is regularly required to sit and use a computer. The employee frequently is required to walk across campus. The employee is occasionally required to stand; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work environment

You will be working in a moderately quiet office area with occasional interruptions and visitor traffic at different points of the semester. You will be working in an office with a door that can be closed for confidential calls or focused work time.