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Form of workProgram Assistant
State Title:Administrative Assistant
State Class Code:AA75
State Pay Band:04
Annual Salary/Hiring Range:$37,800
Job Purpose:Reporting to the Department Chair of Human Nutrition, the Program Assistant provides comprehensive administrative support to the chair, faculty and students in the department’s three academic programs.
Job Summary:- Maintains the department’s budgets and budgetary processes and provides quarterly updates to the Chair.
- Records and reconciles expenses, including lab fees.
- Maintains department contracts for grants, equipment maintenance and practica sites.
- Maintains Chair’s calendar.
- Provides office reception and manages department mail.
- Maintains and publishes program marketing materials
- Maintains the department website and social media presence.
- Supports faculty purchasing and orders and maintains department supplies and equipment.
- Creates and monitors work requests for facility and equipment maintenance and repairs.
- Makes travel arrangements.
- Assists Chair with course scheduling.
- Maintains student and course records (electronic and paper).
- Manages faculty personnel actions.
- Supports faculty search and hire processes.
- Assists with onboarding and secures supplies and equipment for new faculty.
- Supports student enrollment in department courses, including completion of required forms and documents.
- Supervises student employees.
- Coordinates student internships, travel and immunizations.
- Supports student events.
Bachelor’s degree; associate’s degree and two years of administrative support experience; or high school diploma and four years of administrative support experience. Proficiency with Microsoft Office.
Preferred Qualifications:Experience maintaining budgets and/or complex financial records and experience handling contracts or similar documents.
Knowledge, Skills & Abilities Summary:General knowledge of office management best practices. Good working knowledge of grammar and language usage and ability to draft and edit correspondence and other documents. Understanding of budgets and the ability to accurately track and maintain financial data. Ability to maintain complex schedules; make travel arrangements; and plan and execute department events. Ability to exercise mature judgment in dealing with confidential information/situations; effectively manage multiple concurrent tasks/projects; maintain a pleasant, cooperative office environment; and establish and maintain effective working relationships with faculty, staff, students and the general public. Exceptional organizational and verbal and written communication skills. Attention to detail and accuracy in applying policies and procedures. Sufficient technical ability to master software required to perform job duties.
Type of Position:Classified
Position Status:Full-Time
FLSA Status:Non-Exempt
Hours Per Week:37.5
Months per Year:12
Telecommuting:Employees are not eligible for telecommuting/remote work during their 12-month probationary period. After that time, certain positions may be eligible for telecommuting/remote work at the discretion of the supervisor and in accordance with Winthrop policies.
Posting Number:2024 073S
Open Date:03/29/2024
Close Date:04/11/2024
Open Until Filled:No
PLEASE NOTE:* A resume will not be reviewed to determine whether an applicant meets the qualifications outlined in the job vacancy notice (posting).
* Responses to supplemental questions are considered part of the application; failure to respond will result in disqualification.
