Department Assistant (Part-Time)

About the Role

The department assistant provides administrative support to staff, faculty, and leadership within the department. This role ensures smooth day-to-day operations by supporting communications, budgets, records, and front-line customer service.

This position works approximately 26 hours per week, Monday through Friday, usually from 8:00 AM–5:00 PM. Due to department events, hours may occasionally shift to include evening or weekend work for event support.

Core Competencies

• Advocate for Continual Improvement – empowering each other to identify opportunities for excellence.
• Collaborate with Mutual Accountability – working together with a willingness to take ownership and account for our actions.
• Champion Service – anticipating needs and creating a welcoming, diverse, and inclusive environment.
• Perseverance – commitment to excellence even in the face of adversity or delay in achieving success.
• Lead – regardless of title, through positive influence.

Responsibilities

• Serve as the first point of contact for the department office (in person, phone, and email).
• Manage calendars, prepare agendas and minutes, and maintain departmental documents.
• Initiate and track purchases, travel requests, reimbursements, part-time payroll authorizations, and purchase orders.
• Maintain budget and expenditure records, including PCard reconciliation.
• Support all department faculty and staff with access to systems/materials.
• Maintain accurate, timely compliance by managing required system data and ensuring students and faculty complete assigned tasks and deadlines.
• Assist students with information and referrals to appropriate college services.
• Maintain department contact information, files, spreadsheets, and shared drives.
• Coordinate printing, mail, and materials for classes.
• Send department communications under the direction of the dean or associate dean.
• Perform additional duties as assigned to support evolving departmental and institutional priorities.
• Assist with department meetings, advisory committee functions, recruitment activities, special events, and related logistics.

Performance Expectations

• Demonstrate professionalism, punctuality, and responsibility while independently managing tasks at the department front desk.
• Maintain confidentiality and accuracy in handling student records and department documents.
• Communicate clearly and respectfully with diverse groups of students, faculty, staff, and campus visitors.
• Take the initiative to identify tasks that need to be completed, ask questions, and seek clarification when needed.
• Exhibit attention to detail and commitment to accuracy when assisting with departmental operations.
• Adapt to shifting priorities and assist with a variety of tasks depending on department needs.
• Welcome, value, and nurture people of all backgrounds, perspectives, and experiences, as well as support and promote an environment that accepts differences.

Physical Activities

Position involves working in an office setting.

• Occasional (10-33%): standing, pushing, pulling, grasping, and driving to events and meetings away from the main campus.
• Frequent (34-66%): reaching and viewing a computer and other types of close visual work.
• Constant (67-100%): sitting, walking, repetitive motion, talking, and hearing.

Requirements

• High school diploma or equivalency plus two years of related experience; or an Associate’s degree in a related field.
• Good working knowledge of personal computers and Microsoft Office products, with an emphasis on SharePoint, Outlook, Word, and Excel.
• Knowledge of standard office equipment.

Preferred Qualifications

• Associate’s degree in a related field.
• Experience in an educational setting.