Administrative Assistant - Mathematics and Statistics

About the role

The Department of Mathematics and Statistics is seeking a highly adaptable and welcoming Administrative Assistant to provide comprehensive support. This position will assist with a variety of administrative tasks to ensure the smooth operation of the department.

Responsibilities

• Serve as the primary point of contact for students, faculty, and visitors, providing excellent customer service and addressing a wide range of inquiries.
• Manage incoming communication, including emails, phone calls, and voicemails, ensuring efficient responses or routing to appropriate personnel.
• Support departmental programs and processes, including assisting students with enrollment and course placement queries.
• Collaborate with Program Manager to monitor and manage department resources, including office supplies and equipment, ensuring timely reordering and maintenance.
• Absorb and provide administrative support to department leadership, faculty, and staff, including tasks such as data entry, file management, and scheduling.
• Organize departmental events, including but not limited to: Math Seminars, Math Study Halls, Math Day, etc.
• Act as a liaison between the department and external partners, such as vendors and university offices.
• Assist with various departmental projects and initiatives assigned, allowing for flexibility based on evolving needs.
• Manage logistical tasks like space organization and resource allocation within the department.
• Coordinate departmental communications, including website updates, social media content, general calendar and internal announcements.
• Develop and maintain relationships with alumni, university offices, and other key stakeholders.
• Update and maintain signage and public information within department spaces, ensuring clear and current messaging.
• Contribute to various other tasks and projects that support the department’s goals, adapting to new responsibilities as needed.

Qualifications

• Demonstrated experience in administrative or office support roles, particularly in a customer service-oriented environment.
• Excellent Microsoft Office Suite skills including Outlook, PowerPoint, Excel, Word, SharePoint, and Access, as well as advanced internet research skills.
• Ability to work independently and as part of a team, demonstrating initiative and problem-solving skills to address issues as they arise.
• Adaptability to shifting priorities and the capacity to respond effectively to changing departmental needs and tasks.

Preferred Qualifications

• Experience working in a higher education environment, preferably within an academic department or student services setting.
• Familiarity with university systems such as Banner, Degree Works, or other student information systems, particularly for handling student records, enrollment, and course placement processes.
• Experience with website maintenance, social media management, or internal communication tools.
• Experience developing and maintaining relationships with alumni and external stakeholders, such as vendors, community partners, or university offices, to foster partnerships or manage departmental needs.