Administrative Assistant

Category:: Staff and Administrators
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Department:: MA-Math Department 4381
Locations:: Worcester, MA
Posted:: Mar 29, 2024
Closes:: Open Until Filled
Type:: Full-time - Non Exempt
Position ID:: 174198

About Clark University:

Founded in 1887, Clark was one of the first all-graduate institutions in the United States. Today the University is a highly-ranked, student-centered institution educating approximately 2,350 undergraduate and 1,150 graduate students to be imaginative and contributing citizens of the world and to advance the frontiers of knowledge and understanding through rigorous scholarship and creative effort. This commitment to scholarship and inquiry reflects the University's commitment to "challenge convention and change our world" and to address issues of critical importance to society. It is also reflected by Clark's many national and international distinctions, including recognition for its diversity and inclusion efforts, innovation, community engagement and impact, as a top green campus, and for having a distinguished geography and international development program. Clark has also been included in the groundbreaking Colleges that Change Lives guide since it was first published in 1996.

Clark is located in Worcester, Massachusetts, a dynamic, diverse city "on the rise." The second largest city in New England, Worcester is home to 11 institutions of higher learning and is increasingly recognized for its growing healthcare and biotechnology communities, its thriving cultural scene, and as a vibrant food hub.

Job Description:

The Department of Mathematics is searching for an Administrative Assistant. This is a full-time, 11 months/year, 40 hours/week, non-exempt position. The Administrative Assistant oversees day-to-day function of the department and reports to the Chair of the department of Mathematics. This individual is the first point of contact for visitors to the department. The Administrative Assistant will provide administrative support to the Department of Mathematics, including faculty, students, and staff.

Primary responsibilities for this position are to manage the ongoing operations of the Department of Mathematics office and budgets, including course and events planning.

Specific responsibilities include, but are not limited to supporting department faculty, students, and staff by:

• Performing front-desk reception, including greeting all visitors, students, and faculty, and providing assistance.
• Answering phone calls.
• Managing budgets for the Department of Mathematics, including the start-up funds.
• Assisting with full-time faculty searches and part-time hires.
• Submitting supply orders, catering contracts, and purchase orders using SmartBuy Plus for department and faculty.
• Assisting the faculty for their reimbursements and travel plans.
• Helping compile and distribute personnel cases, ensuring compliance with university guidelines.
• Supervising student workers.
• Assisting with preparation for department meetings and taking notes.
• Tracking and communicating department calendar.
• Facilitating communication with faculty and student majors and minors, as well as interested students and alumni.
• Coordinating course schedule with full-time and part-time faculty each semester, including attending course schedule meetings, and working with faculty on the schedules.
• Working with the Registrar's office in regard to course schedule and classroom requests and assignments.
• Inputting new courses and changes to existing courses in Acalog online system.
• Coordinating departmental events, managing financial support, reserving rooms, and ordering food from Clark Catering and local vendors.
• Planning logistics for campus visitors.

Requirements:

The ideal candidate will have excellent administrative and general clerical skills, the ability to work independently, and will be able to serve a diverse population in a college setting. Excellent communication skills, both oral and written, as well as excellent organizational and decision-making skills.

Additional Information:

As of June 1, 2023 Clark University no longer requires employees or students to be vaccinated against COVID-19. However, Clark urges all community members to follow CDC guidelines for COVID-19 vaccination, which recommend that everyone stay up to date with COVID-19 vaccines including booster doses. This is important for your own personal health as well as the health of our community.

At Clark University, we are dedicated to building a workplace that celebrates diversity and fosters inclusion. We believe that diversity of experiences, perspectives, and backgrounds leads to a more innovative and productive work environment. Our commitment to diversity, equity, and inclusion is reflected in our hiring practices, employee development programs, and campus culture. We welcome and encourage individuals of all backgrounds to join our team and contribute their unique ideas to help us achieve our goals.

Clark University offers a generous benefit package for full and, if applicable, part-time employees that include; paid time off, generous retirement plan, group health and dental insurance, life insurance, and tuition, along with use of many campus amenities. For a complete list of benefits for eligible employees visit here.

To review the Clark University Police Department Annual Security and Fire Safety Report visit here.

Application Instructions:

To be considered for this position, you must submit your credentials online. Create a Clark University Careers Account by clicking on the APPLY NOW button below. You will be able to upload the following documents, which are required for consideration:

• Resume
• Cover letter

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

Already have a Clark University Careers Account? Login to your account to add documents or update your account.

Review of applications will begin immediately and continue until the position is filled. Salary will be commensurate with skills and experience.

Applicants must be currently authorized to work in the United States for any employer.

A successful background check is required upon acceptance.