Provide administrative support to the Department Heads

• Serve as receptionist by greeting faculty, staff, student, and community visitors in a friendly and professional manner, answering their questions, directing them appropriately. When a visitor arrives for a scheduled appointment, notify the Dean or relevant department head of the visitor's arrival.
• Maintain a safe, organized, and clean reception space, including one's desk and common areas.
• Handle routine inquiries and requests via phone, email, and in person in a friendly and professional manner.
• Maintain positive relationships with faculty, staff, and students within the unit and with colleagues in other units with which the departments and college interact.
• Coordinate the Head’s schedule/calendar. Act as the Head’s confidential assistant.
• Calendar departmental events and meetings. Create agendas, take, and archive minutes for faculty meetings.
• Review and ensure the final copy of all formal communications and documents are accurate and complete.
• Assist with formatting and reviewing Promotion and Tenure documents for department faculty.
• Manage the master copy of faculty P&T dossiers. Edit confidential dossiers and CVs. Communicate with external letter writers, answering their queries regarding P&T processes specific to the University.
• Serve as the liaison between Head, faculty, students, staff, alum, and other constituents at the campus level.
• Collect and keep records for the Faculty Annual Review.
• Maintain an overview of departmental responsibilities and deadlines, updates, and evaluates departmental policies and operational procedures, including the graduate requirements in the College of Media and the Graduate College.
• Oversee all file management for the department. Manage confidential documents including personnel, institutional and historical documents (i.e., P&T documents, sabbatical reports, faculty annual reviews and merit raise letters, faculty and graduate student records).
• Compose various correspondence and forms on behalf of the Head.
• Oversee the collection and organization of documentation for accreditation and other departmental reviews.
• Oversee, monitor, and approve online change of grade for the department. Serve as a backup in this capacity for the other two academic departments in the college.
• Oversee the distribution of teaching evaluation forms to faculty, instructors, and teaching assistants each semester/term. Responsible for the completion of ICES forms for submission to the Office for Measurement and Evaluation.
• Coordinate and plan special events.
• Serve as backup to the support staff in two other departmental units (Journalism and Advertising) and college level units, as necessar- v. Other administrative support duties as assigne-

Provide administrative support in undergraduate and graduate student affairs, the Institute of Communications Research (ICR)

• Assist the Director of Graduate Studies and ICR Director. Compose, prepare, and sign documents and forms, including admissions and denial letters, on behalf of DGS and ICR Director.
• Track applications process, and graduate student fellowships, including any required visa documents.
• Manage and prepare paperwork for doctoral students’ financial aid, fellowships/grant awards, fellowship nomination packages, and any other correspondence of a confidential nature.
• Manage doctoral student records and files including petitions, grades, registration, limited status, admissions, withdrawals, late program changes, examination results, fellowship notifications and transcripts from post-secondary institutions.
• Oversee all file management for ICR: Student, faculty files, departmental policy files and others.
• Calendar ICR events and meetings. Create agendas, take, and archive minutes for faculty meetings.
• Support graduate students with the PhD Dissertation process. Review all PhD dissertations in the ICR: ensure they are uploaded to the Thesis Office for additional review, and ensure students meet the deadline set by the Graduate College. Assist with the coordination/planning of prospective PhD students' campus visits, plan and coordinate their itineraries, including flight arrangements and all accommodations.
• Serve as the ICR editor and approver of various Graduate College.
• Coordinate and plan events for ICR students. Register all new teaching assistants for University's Graduate Academy Orientation, and Grading Symposium for non-teaching assistants.
• Other administrative support duties as assigned.

Financial and travel documentation

• Assist Head with the fiscal management of the department’s budget; maintains a record of all expenses.
• Track all MACS and ICR accounts, including individual faculty research accounts. Responsible for gathering information and - getting advance approval on Request for Funding form for all purchases and travel.
• Review the monthly account reports for consistency between RFFs, T-card purchases, P-­card purchases and CFOPs.
• Serve as a proxy and prepare expense reports in the Chrome River system for the Head, faculty, and PhD students.
• Plan and coordinate itineraries for visitors, including flight arrangements and all accommodations.
• Prepare and process visa applications for the Head and faculty traveling abroad.