Administrative Assistant - Physics Department

Provides administrative staff support to a university executive. Organizes and coordinates activities of the unit.

1. Drafts correspondence, memoranda, speeches, position papers, program/grant proposals and other written documentation.
2. Assists in organizing activities of the unit, such as retreats, staff development, committee appointments, internship programs, awards ceremonies, etc.
3. Serves on committees and task forces as a representative of the unit.
4. Responds to information requests from internal and external agencies and offices and conducts research to assist in policy and program development.
5. May collect information and write and edit newsletter or news bulletins for the unit.
6. Participates in special projects and prepares a variety of statistical reports as needed.
7. Performs other job-related duties as assigned.

Additional Posting Information:

• Greet and refer guests to appropriate faculty/staff and handle routine office inquiries from faculty, students, and employees.
• Coordinates department administrative operations, including telecommunications, physical plant and key request work orders, long-distance codes, parking validations, mail runs, supply orders, room reservations, opening door and setting up computer for Chair, etc.
• Assists faculty, staff and students with financial reimbursements and administrative issues; serves as departmental liaison to various departments on campus.
• Coordinates and compiles information for various programs and activities for faculty and graduate students, including class material requests, coordinating dept events, colloquium seminars, etc.
• Coordinates all aspects of space management and conducts property inventory for the department.
• Coordinates billing and invoice payments for the Physics Machine Shop and Service Centers.
• Coordinates and maintains department directory, website and listserv updates.

Experience will be considered in lieu of education.
Education will be considered in lieu of experience.

MQ: Requires a thorough understanding of both theoretical and practical aspects of an analytical, technical or professional discipline; or the basic knowledge of more than one professional discipline. Knowledge of the discipline is normally obtained through a formal, directly job-related 4 year degree from a college or university or an equivalent in-depth specialized training program that is directly related to the type of work being performed. Experience: Requires a minimum of three (3) years of directly job-related experience.