Administrative Assistant

Administrative AssistantThis position provides administrative support for the chairs and faculty members of two departments and for the school dean, assures efficient operation of the office, represents the departments and school in a professional manner, and promotes cross-departmental cooperation, thereby advancing the mission of Calvin University.Essential Duties and Responsibilities (other duties may be assigned):Serve as receptionist and office manager. Greet visitors, answer questions, and make referrals in a professional and courteous manner. Promote a welcoming atmosphere within the departments and school.Maintain mailboxes, bulletin boards, and web pages.Coordinate maintenance of office equipment.Order supplies and manage departmental print and audio-visual resources.Arrange facilities and equipment reservations.Supervise student office assistants each semester by recruiting, interviewing, hiring, overseeing daily assignments, coordinating schedules, processing student payroll, and performing performance evaluations.Provide administrative assistance to department chairs.

Assist with new faculty recruitment, including advertising, correspondence, campus visit scheduling, travel and lodging, and financial arrangements.Assist with gathering documents for faculty reappointments.Coordinate the recruitment and hiring of qualified student assistants and graders.Assist with departmental seminars and colloquia, including advertisement, correspondence, travel and lodging for external speakers, honoraria requests, and arranging refreshments.Assist with departmental events (e.g. Pi Day, lectures, and receptions).Attend department meetings, draft minutes, and contribute to discussion where relevant.With the Office of Scholarships & Financial Aid, manage the application, awards, and donor follow-up processes for departmental student scholarships.Assist with maintaining the departmental reading room and student lounge.Assist with departmental student recruitment activities.As requested, assist with other duties such as budget administration, course scheduling, or preparation of departmental reports, newsletters, and reviews.Provide administrative assistance to the dean. Manage the dean's calendar.Coordinate school leadership meetings, including scheduling meetings, developing agendas, recording minutes, and disseminating and archiving information.Maintain the School of NSM Sharepoint site and websites associated with the School of Natural Science and Mathematics.Serve as a liaison with MarComm personnel, facilitating the communications projects of the departments and programs within the school.Process invoices for payments.Assist with budgets overseen by the dean.Facilitate processes related to faculty recruitment.Plan and organize events and activities as requested.Collaborate with other schools, programs, departments, and offices at Calvin University.Additional duties as assigned by the dean.Provide coordination of the School of NSM scholarships and Summer Research Program.

Coordinate School of NSM scholarship awards, including organizing applications, notifying students of awards, and keeping records of awardees.Coordinate the Summer Research Program, including sending solicitations for faculty project proposals, providing a platform for student applications, organizing applications for the Research and Grants Committee, notifying students of awards, administering student payroll, keeping records of awardees and preparing end-of-summer reports.Coordinate the School of NSM Summer Research Poster fair each fall, including gathering poster information from students, coordinating poster printing, assigning poster placement, advertising the event, preparing a program, and arranging refreshments.Coordinate school-wide events, such as school meetings, strategic planning sessions, or other events, as needed.Qualifications:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Education and/or Experience:This position requires a high-school diploma or general education degree (GED); one to three years office experience; or an equivalent combination of education and experience.

Strong organization, written and verbal communication, interpersonal, and analytical skills required. Use of computers and Microsoft Office software required. Supervisory experience and experience in academic administration helpful.