Administrative Support Coordinator - Physics

About the role

This position supports the Physics department at the University of Puget Sound. It involves general office management, purchasing, budget management, chair/director support, administrative needs that cross departments, supervisory responsibilities, and outreach.

Responsibilities

• Submit facilities requests, maintain office equipment, order office supplies and paper for printers/copiers, manage the department bulletin board, collect mail from and deliver mail to Mail Services, and manage departmental shared network drives and Google share drives.
• Provide support in purchasing for department needs, such as ordering teaching supplies and lab materials and corresponding with vendors about departmental services and orders.
• Monitor budgets (operating, endowment, travel, scholarship and other budgets). Duties include p-card reconciling, PeopleSoft verifications, funds transfers, accounts payable troubleshooting, budget reporting, disbursement and reimbursement requests, and alerting budget manager (usually, department/program chair) to any unexpected changes or unapproved charges to the budget.
• Work with department chair to develop agenda and handouts for department/program meetings, take minutes, and support in follow-up/action.
• Support in full-time faculty searches (following current Recruitment Guidelines provided by the Provost's Office) and/or accreditation processes.
• Auxiliary tasks include assisting in Bulletin updates, archiving course syllabi, querying data in PeopleSoft to support departmental processes, and providing assistance with updates to the annual assessment report. Also, assist in creating surveys in Qualtrics or Google Forms.
• Schedule, conduct, and process student evaluations for faculty teaching.
• Provide administrative support for the creation of faculty review files and assist in scheduling class visits for evaluation.
• Aid in procurement of course material including scanning, photocopying, and/or ordering textbook desk copies.
• Coordinate OCR efforts to support student accessibility.
• Coordinate logistics for new full and part-time faculty (e.g., office space, keys, ID card, technology, book orders), as well as for part-time faculty teaching in an interdisciplinary program.
• Schedule, arrange supplies, equipment, and catering requests for department/program meetings and events, holiday/retirement, and commencement receptions. Request and order banquet permits with the Washington state liquor control board. Arrange travel (following current guidelines provided by the Associate Provost's Office) and work with the Provost's Office to arrange contracts and payment. Assist in promoting department/program events.
• Manage ongoing updates to department/program websites. Respond to general department/program email. Provide administrative support with matters related to student recruitment and admissions for department/program. Act as a conduit between the chair/director and individuals from on and off campus seeking information about and making requests of the department/program. Support department/program engagement with alumni.
• Communicate and coordinate with faculty and staff to support administrative needs that cross departments, including communicating specific processes and protocols, coordinating to maintain shared bulletin boards and office equipment; collaborating with stakeholders as necessary to coordinate and manage shared programming; and supporting the administrative operations of neighboring departments as needed, such as during vacations and unstaffed time during the summer.
• Hire & train student staff. Schedule & review student work. Mentor students and conduct Compass conversations.

  Requirements

  High school diploma or G.E.D., Associate or bachelor degree preferred. At least one year of related administrative experience or managerial experience that included some administrative work. An equivalent combination of education and experience will be considered.

  Qualifications

  • Ability to communicate effectively in written and face-to-face communication with diverse audiences.
  • Ability to multitask, to organize, and complete projects in an efficient manner.
  • Ability to work with a minimum of direct supervision.
  • Ability to handle confidential materials.
  • Proficiency with Microsoft Office Suite and Google Suite programs.
  • To become proficient with new software and databases; familiarity with PeopleSoft Financial, Campus, and Human Resources software and Drupal Content Management System (desirable).
  • Ability to use/operate a personal, rented, or university vehicle to conduct university business (desirable).
  • Ability occasionally to lift up to 30 pounds (desirable).

    Skills

    Knowledge of PeopleSoft Financial, Campus, and Human Resources software and Drupal Content Management System is desirable.

    Benefits

    The anticipated range for this position is $20.65 to $21.90. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations. Puget Sound offers a generous benefits package for eligible staff employees, including: Medical, dental, and vision; Life insurance and long-term disability; Employee Assistance Program; Retirement plan options and 403(b) contributions; Paid vacation, sick leave, floating holiday, campus holidays and bonus holidays; Education benefits, such as full tuition for eligible employees and their families; Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more!)