Faculty Administrative Assistant

Job Description

Job Description

Lycoming College’s office of Academic Affairs is now accepting applications for a Faculty Administrative Assistant.

This position provides administrative and clerical support to a group of faculty on campus. Specifically playing a key role in support for the following areas Phi Kappa Phi honor society, Faculty Mentor Program, and our Fulbright Foreign Language Teaching Assistants. This is a full-time, 10-month position with the months of June and July off.

Who We Are:

Founded in 1812, Lycoming College is one of the nation’s oldest and most respected residential liberal arts and sciences colleges and has been recognized for the quality of its experiential programming and supporting students in gaining the skills needed to succeed in today’s world. Students partner with faculty in doing original research, thrive in a robust program of internships, study abroad in more than two dozen countries and compete in 19 NCAA Division III sports. Lycoming College’s strong endowment per student provides the foundation to support a first-rate undergraduate education.

Ranked as a top 100 national liberal arts college, Lycoming offers more than 100 majors, minors, and concentrations to about 1,100 active learners, representing 31 states, territories and 16 countries. International and domestic students of color comprise 37% of the student body with 53% women and 47% men.

The College proudly celebrates and values the principles of inclusive excellence. In its 2021 Strategic Plan, Lycoming College committed to recruiting more faculty and staff from historically underrepresented groups. The community works to foster an inclusive campus community and to support the success of all faculty, staff and students. The College recognizes that a diverse faculty, staff and student body benefits all students and community members and advances our goal of preparing its graduates to become ethical, informed and engaged individuals.

Lycoming College is an equal opportunity employer.

What Would I Do?
Core Administrative Assistant Duties:

• Hire, train, coordinate, and oversee work responsibilities of student support staff (if applicable per department)
• Prepare, process departmental incoming and outgoing mail in a timely fashion
• Process accounts receivable and accounts payable invoices to the Business Office using appropriate general ledger budget account allocations
• Process and reconcile monthly Pcard statements for department Pcards
• Maintain highly reliable files and departmental recordkeeping system(s)
• Order departmental supplies for faculty, stockroom, classrooms and/or students
• Act as a building advocate: process work order requests to Buildings & Grounds and IT Services for repair, routine maintenance and special requests for issues that require attention and follow-up to ensure issues have been resolved or requests completed
• Responsible for maintaining office machines and equipment, coordinating repair services as needed
• Answer phone calls, emails, and provide customer service assistance to students, faculty, staff and others with questions or concerns

Faculty Administrative Assistant Duties:

• Provide full administrative support to the faculty and department chair
• Exercise discretion in all matters of confidentiality
• Provide basic coverage for other administrative assistants in their absence
• Create and maintain calendar appointments
• Compile/prepare simple and complex documents, spreadsheets, syllabi, letters of recommendations and reports as requested
• Tracks department/program and faculty travel expenses
• Assist faculty with textbook orders
• Maintain department faculty Moodle accounts and course scheduling if applicable
• Coordinate faculty evaluations biannually for respective department(s)
• Coordinates special events for the departments/programs, including colloquiums and honor societies
• Coordinates/prepares itinerary for special visitors, distinguished guests (e.g., guest lecturers, speakers), and candidates; makes travel arrangements, overnight accommodations, meal arrangements
• Assist faculty with room reservations, make travel arrangements for field trips, special events, and faculty travel
• Regularly reviews the department website in consultation with the department chair; submits requests for updating and/or revising content to the Assistant Vice President for Marketing
• Perform other duties and special projects as assigned by department faculty, assistant to the provost, or the provost

What Are We Looking For?

Educational Requirements: High school diploma; associates degree preferred.

Experience and Qualifications :

• Minimum 3 years of significant experience in an office setting preferred.
• Ability to work independently, determine priorities, and handle a high volume of assignments effectively.
• Ability and commitment to project a professional and positive image.
• Ability to plan, lead and develop programs involving multiple constituents.
• Writing and proofreading skills are sufficient to prepare a wide variety of documents with correct spelling, grammar, and punctuation.
• Expertise in Microsoft Office (Word, Excel, PowerPoint, Publisher, Outlook); with demonstrated ability and willingness to learn new applications.
• Ability to maintain confidentiality required; ability to think critically and exercise mature judgment.
• Excellent communication and interpersonal skills; ability to use tact, discretion and courtesy in contacts with all people who have contact with the College.
• Proven ability to work well with diverse groups.

To Apply:

Submit a cover letter, resume, and contact information for three professional references. Candidates who apply by July 8th will receive priority consideration. Compensation details will be shared with those candidates who make it to the first round interviews. A post-offer criminal background check will occur.

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