Department Assistant II

Academic & Executive Support

• Faculty Awards: Oversee the comprehensive external faculty award nomination and submission processes.
• Research Proposals: Assist faculty with large-scale research proposals, ensuring precise organization, collection of diverse materials, and meticulous proofreading.
• Advisory Boards: Interface directly with College and Departmental Advisory Boards, managing all meeting arrangements and logistical requirements.
• Visitor Logistics: Coordinate, create, and distribute detailed itineraries for guest lecturers, campus visitors, and employment candidates.
• Travel & Expense Support: Assist faculty and staff with travel arrangements and the preparation of expense reporting.
• Representation: Attend professional conferences to assist faculty, promote the college, and actively participate in student recruitment events.

Event Planning & Institutional Stewardship

• Event Collaboration: Partner with internal teams to coordinate major college functions, including athletic events, Honors & Awards, Outstanding Researcher Awards, Hulings Lectures, Hall of Fame, back-to-school, homecoming, finals refreshments, and graduation representation.
• Lecture Receptions: Plan and coordinate formal receptions for distinguished lecturers and academic seminars.
• Promotional Materials: Design, create, and distribute event flyers and official announcements.
• Fiscal Responsibility: Manage purchasing, vendor tracking, and budget compliance for department events and operations with a high degree of accuracy.
• Advancement & Donor Relations: Interface regularly with Advancement and Stewardship teams to maintain accurate benefactor information.
• Data Management: Collect data and develop presentations in collaboration with Institutional Research for institutional rankings, faculty committee elections, and related reports.

Office Operations & Communications

• Dean’s Suite Management: Manage and purchase office supplies and day-to-day necessities for the dean’s suite to ensure efficient operations.
• Communications: Manage the production of the college newsletter, maintain and update college and departmental websites, and draft professional correspondence, invitations, and greeting cards.
• Facilities & Inventory: Maintain and obtain college marketing materials (swag), manage space and building inventories, and maintain department and building signage.
• Environment Beautification: Maintain the visual standards of college entrances, signage, awards, recognition displays, and plaques.

Minimum Qualifications

• Adaptability & Resilience: Demonstrated ability to remain collaborative, flexible, and solution-oriented during periods of increased workload or organizational change.
• Interpersonal Skills: Proven capability to interface effectively and maintain professional composure with challenging personalities and high-level stakeholders under tight deadlines.
• Administrative Competence: Exceptional organizational skills, strict attention to detail, and a proven track record of independent problem-solving and follow-through.
• Team Orientation: A strong commitment to collaborative teamwork and supporting colleagues within a professional office environment.
• Bachelor’s Degree or 3 years’ progressively responsible experience.