Academic Administrative Assistant, Social Sciences

Salary: $16.02 - $22.53 Hourly
Location : OH 45662, OH
Job Type: Full-Time
Job Number: POS-004
Division: Academic and Student Affairs
Department: ASA-CAS-Social Sciences
Opening Date: 04/13/2026
Closing Date: 4/26/2026 11:59 PM Eastern

Job Description Summary

JOB PURPOSE STATEMENT

Under general direction the Academic Administrative Assistant I, Social Sciences provides administrative support to the Chair, faculty and students such as composing and typing correspondence, photocopying, managing the office and departmental records as well as overseeing the student worker. This position also makes purchases of equipment and classroom materials and facilitates travel for faculty and students.

Principal Duties and Responsibilities

FUNCTIONS

1. Provides administrative assistance to the Department Chair
2. Provides administrative assistance to the faculty
3. Provides administrative assistance to students, staff, and the general public

DUTIES AND RESPONSIBILITIES

1. Provides administrative assistance to the Department Chair
   • Composes and types complex correspondence, memoranda, and contracts. May sign simple correspondence.
   • Researches responses to inquiries, compiles data, prepares reports, gathers statistics, and may compile in report form according to departmental need. Helps Chair with annual report and program review, develops a variety of CARS reports, maintains faculty workload reports, maintains CARS database of the Social Science student advisor assignments, and coordinates advising appointments that the Chairperson assigns.
   • Develops and maintains departmental record-keeping and filing systems. Develops advertising and mailing lists for productions and exhibitions.
   • Maintains the Chair's calendar, scheduling meetings, appointments, and completing travel arrangements for the Chair and faculty candidates. Assists in monitoring area budget and authorizes routine expenditures. Helps compile class schedules and room assignments. Purchases equipment, consumable supplies, and manages budget expenditures for the department, including the department's general operating budget and lab fee budgets. Maintains purchasing card expenditures, approvals documentation and reconciliations for those with P-cards. Assists with the BearTrax system, travel accommodations and reimbursements, and request for payment forms for the purchase of all instructional supplies and services. Maintains inventory of equipment.
   • Supervises student employee, sets up office procedures, and coordinates daily work.
   • Performs other administrative duties intended for the department as a unit and the Chair, including opening, sorting, records, and distributing mail; prepares materials for mailing; may hand deliver interdepartmental correspondence; orders and stocks office supplies; photocopies and assembles materials; operates standard office machines; and troubleshoots problems with IT when needed.
2. Provides administrative assistance to the faculty
   • Type correspondence and recommendations for students and faculty. Types contracts and memoranda, helps with mailing materials, travel arrangements for faculty and guests, and for classroom and club travel. Prepares limited-term contracts for adjuncts and related HR forms for student employees.
   • Helps faculty with advertising and mailing lists for department-sponsored clubs and activities. Assists faculty with notifying students that classes are cancelled, makes records of syllabi, office hours, and sick (and personal) days, assembles and distributes faculty office hour spreadsheets each semester, and collects and submits all student employee timesheets.
   • Performs other administrative duties for faculty as needed.
   • Helps with typing, printing, and formatting tests. Assists with printing and photocopying publication materials and materials for scholarly presentations.
3. Provides administrative assistance to students, staff, and the general public
   • Answers and screens calls and greets visitors with discretion and judgment by using knowledge of university policies and procedures.
   • Helps students and others with information regarding faculty schedules and office locations.
   • Provides general information to students regarding how to declare a major, how to obtain an advisor, and what majors are housed in the department. Orients new students to the department and coordinates advising appointments for the chairperson and faculty.

Minimum Job Knowledge, Skills and Abilities

MINIMUM JOB KNOWLEDGE, SKILLS & ABILITIES

1. Ability to type at acceptable levels of speed and accuracy
2. Ability to produce spreadsheets and/or documents using current software programs; proficient with Microsoft Office products
3. Strong administrative skills, including the use of correct grammar, punctuation, and spelling
4. Ability to complete work assignments while responding to frequent and varied interruptions
5. High-level interpersonal and communication skills necessary to interact effectively with a variety of publics
6. Strong organizational skills necessary to coordinate calendars and schedules
7. Good filing, record-keeping, and analytical skills

Minimum Qualifications

MINIMUM QUALIFICATIONS (EDUCATION AND EXPERIENCE)

1. Some College or post high school education
2. Two to three (2-3) years of related experience

Shawnee State University offers a competitive starting salary (commensurate with overall qualifications) including an attractive benefits package. See Overview of Employee Benefits for more information. Some of our benefits include:

• Paid Holidays
• Paid Winter Break in December
• Medical, Dental, and Vision Insurance
• Tuition Waiver
• Life Insurance
• Retirement Plans