Senior Department Assistant, Level 5/Department Associate, Level 6

About the role

The Senior Department Assistant, Level 5/Department Associate, Level 6 position serves as the primary point of contact for all clerical matters in the Economics Department. Reporting to the Chair, this role supports students and faculty, particularly the Department Chair, and handles various administrative tasks.

Responsibilities

• Provides clerical support to the Chair, Associate Chairs, and Graduate Director and assists with office procedure development and implementation.
• Serves as departmental office assistant and helps with training of secretarial staff and part-time hourly employees, supervising student workers.
• Aids in the monthly budget reconciliation, using software like Jaggaer Contract Management and Concur, and coordinates budget transfers.
• Maintains forms and procedures for new and returning adjunct and full-time non-tenure line instructors, including I-9 certification.
• Aids in the processing of tenure line faculty conference travel expenses and other event reimbursements.
• Coordinates and advertises (in consultation with faculty organizers) special events, weekly department seminars, larger talks/lectures at both campuses.
• Coordinates classroom schedules and course inventory (submits courses and block requests to CLSS).
• Assists in the administration of the graduate programs and future graduate programs, including registration, record maintenance, graduation, and GSAS policies and procedures.
• Updates the website (needs to be trained in web software) in coordination with the Department Chair and faculty who work on website management.
• Serves as primary liaison with Academic Records, the Office of Payroll, Accounts Payable, FAS Office, Provost Office staff, GSAS staff, and Campus Operations/Facilities.
• Aids in the preparation and design of promotional materials (e.g., flyers advertising a new course or program) for graduate and undergraduate programs.
• Handles facilities requests for all department spaces.
• Organizes and submits orders for classroom supplies for all faculty.
• Supports instructors who need classrooms for review sessions etc. (e.g., booking classrooms on 25Live and following up with Academic Records).
• Handles ad hoc projects and troubleshoots issues as they arise.

Qualifications

• High school diploma or equivalent required.
• Minimum of 3 years of clerical experience.
• Proactive approach to responsibilities, planning, and project and event assistance.
• Excellent writing, speaking, and organizational skills; attention to detail and accuracy.
• Proficiency in Microsoft Office Suite and Banner.
• Proficiency or willingness to learn website platform.
• Proficiency in Google Suite Apps.
• Ability to learn new applications/software such as Canva.
• Ability to handle department budget.
• Excellent judgment, diplomacy, and discretion necessary in handling confidential and/or sensitive materials.
• Knowledge of and commitment to the Jesuit mission in higher education.