Administrative Assistant, Mathematics Department
Sacred Heart University - Fairfield, CT

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The Administrative Assistant supports all internal operations of the Mathematics Department.

Duties include:
  • Interacts with the public and the University community through accurate telephone contact, written correspondence and personal visits
  • Updates and maintains accurate office files, records, lists and databases
  • Assists with the preparation of course schedules for the upcoming year; maintain waitlists, follow up with registrar
  • Contacts adjuncts concerning availability to teach at Sacred Heart University
  • Plans and executes special events for the department
  • Clerical, and administrative activities including word processing, filing, and record keeping of correspondence, memos, schedules, lists and reports
  • Orders and supervises the distribution of all office supplies (including inventory of such) and coordinates book orders, desk copy requests and instructors materials for each semester for full/part time faculty
  • Maintains appointment book, provide all instructors with email accounts, track office hours
  • Maintains department budget and keep expenses within allowed limits
  • Schedules meetings for faculty: reserves event facilities for faculty meetings with appropriate departments
  • Makes travel arrangements and reservations
  • MOP and IT work orders for department office and suite, copiers, computers
  • Handles receptionist duties for departments, will monitor and maintain voicemail and phone messages
  • Offers support to students as necessary, e.g. make-up exams, faculty appointments, etc.
  • Schedules audio-visual equipment for full-time and adjunct faculty
  • Copies exams and other materials for full-time and adjunct faculty
  • Collects and distributes all departmental mail
  • Runs reports on faculty assignments and all budgetary payroll issues
  • Supervises department work study students; approving time cards, payroll timesheets, schedules student tutors in the JLC, work with SFA to ensure payments
  • Maintains files on all information for department self-study, including surveys and assessment results from students and faculty
  • Be a resource for students; provide information, proctor exams, maintain major math files
  • Assist in Faculty searches; maintain all candidate information and correspondence
  • Coordinate Summer Orientation; work closely with Dean to process incoming freshmen test records
  • Maintain spreadsheets of incoming freshmen math placement and math assessment questionnaires
Other duties as directed

  • High School Graduate
  • Associate's Degree preferred
  • 2-3 years’ experience in office and/or academic environment
  • Must have good knowledge of computers, including work processing and spread-sheet experience
  • Excellent interpersonal and communication skills

Additional Information:
May include evening and weekend hours as required by certain projects, work loads and deadlines.

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