Chemistry - Administrative Assistant II

About the role

A regular, full-time, hourly, non-exempt and benefit-eligible staff position within the College of Mathematics and Science at the University of Central Oklahoma (UCO).

Responsibilities

• Greets and screens visitors and phone calls; relays messages, responds or takes necessary action or refers to appropriate person for resolution.
• Attends meetings and seminars to take notes.
• Oversees the daily operations of the office which may include supervising support staff and students and conducting necessary office training.
• Works in Paycom for hiring forms, timecard approval, personnel action forms, and termination forms for student office workers and lab assistants.
• Oversees student employees' schedules and absences from lab assisting. Trains students on entering time cards electronically.
• Makes arrangements for student office workers and lab assistants to attend training for professional development.
• Tracks student payroll for budgeting purposes and adjustments in pay rates.
• Makes on-line job requisitions for employment and Request for Support Staff/Professional Changes (RSP) forms for employee changes.
• Trains new faculty in workroom policies and copier functions.
• Communicates and assists students, faculty and administrators on University policy matters.
• Gathers information and prepares various reports, correspondence, and memorandums; researches and resolves issues.
• Prepares special or confidential reports and assists with special events, projects or surveys.
• Assumes responsibility for small projects and oversees such projects through to completion.
• Maintains department files.
• Maintains appointment calendars for chair and faculty involved in advising students.
• Maintains departmental alumni database with assistance from faculty for annual and periodic reports.
• Maintains ACS exam files, materials, and scanner with the assistance of the Assessment coordinator. Also runs individual scantrons through scanner for faculty's daily quizzes when needed.
• Maintains and provides suggestions for changes in the departmental operations budget.
• Prepares purchase requisitions and tracking through payment of invoices. Must have knowledge of University requisitioning and purchasing procedures.
• Orders and maintains inventory of supplies and equipment.
• Maintains log of departmental locker rentals to students.
• Communicates and coordinates with building captain on custodial issues, work orders, key requests, and general reported issues concerning our department.
• Assists department chair and assistant chair in creating department course schedules and entering schedule into Banner. Provides weekly updates on section enrolment.
• Gathers class status reports through enrollment periods for chair and assistant chair and prepares and submits course change requests as needed.
• Enters instructor/department/prerequisite permissions or over-rides in Banner during student enrollment and add/drop periods.
• Assists faculty with paper and online travel approvals and necessary reservations and quotes.
• Works with Chemistry Club sponsors for group travel for students.
• Assists department chair with data gathering and preparation of department annual reports and ACS annual and periodic reports.
• Performs other related duties as assigned.

Qualifications/Experience

• Requires general education or vocational training and 3+ years relevant experience in chosen field or equivalent combination of education and experience.
• Preferred: Bachelor's degree.
• Experience in a higher education environment.