Administrative Assistant II

General Summary:

The Administrative Assistant II for Philosophy is responsible for maintaining the daily administrative and financial support functions for the Department. The incumbent will interact daily with the full-time faculty, along with part-time/adjoint faculty, and numerous undergraduate students, providing direct administrative and financial support. They will monitor departmental finances and human resource needs for the department; assist the Chair in scheduling class sections each regular academic semester; and serve as the department property administrator, working with relevant University units to ensure smooth onboarding of new personnel. The incumbent will also supervise student employees.

Examples of Duties:

• Provide administrative and financial support functions for the Philosophy Department; greet and direct visitors;

Receive and direct internal and external phone and e-mail inquiries; provide direct administrative support to department faculty; provide routine information and support to students regarding departmental programs and requirements.

• Assist Chair in budget management and planning; prepare projected line-item budget to account for major departmental or programmatic changes;

Responsible for monitoring the finances and human resources needs of the department’s undergraduate programs including 3 majors and 2 minors; assure faculty know proper policies and procedures for allowable purchases; provide regular reminders regarding what expenses are allowable; maintain accurate knowledge of University policies and procedures regarding financials; update faculty when policies or procedures are adjusted; handle all department finances and financial tasks such as tracking monthly/annual finances; process all financial reimbursements. Process purchases from PHIL GOF, RES, FSU, Grants, Dean’s Office Funds, etc.

• Process all human resources paperwork and related requests for the department; serve as department timekeeper;

Assist with faculty searches, including travel arrangements and travel reimbursements, as well as coordinating and scheduling the interview process; may assist on search committees and working groups as requested.

• Assist in the organization of all department events, including luncheons, colloquia, and scholarly enrichment;

Secure suitable event space; oversee event setup and breakdown; facilitate event documentation (photo/video if requested); responsible for monitoring event budget, coordinating travel arrangements and travel reimbursements for guests; coordinate and run A/V technology; handle catering needs including planning, purchasing, and displaying refreshments; create and disseminate promotional materials; process speaker honoraria.

• Prepare non-tenure track faculty contracts each semester;

Forward completed forms to CLA Dean’s Office for review and signature.

• Coordinate the assignment of non-tenure track faculty to offices, making changes as needed to accommodate teaching and office hours schedules;

Manage key requests for all faculty, staff, and student employees; ensure that every Department member has access to the proper rooms; remind personnel to return keys that are no longer needed.

• Serve as BankCard cardholder for the department and maintain BankCard activity of all purchases;

Receive and maintain original itemized receipts for items purchased, as well as travel arrangements, department events and other department expenses and complete necessary forms for payment; reconcile statements in compliance with university regulations, policies and procedures; complete funding reallocations; prepare and process purchase orders and disbursement vouchers.

• Maintain the inventory of departmental supplies and purchase supplies, goods, and services as needed;

Prepare purchase orders in conformity with existing departmental and University policies and procedures.

• Work with the Department Chair and faculty on critical and sensitive projects, which may require multiple deadlines;

Compile candidate tenure and promotion files and process according to standardized University policies and procedures.

• Oversee the student course evaluation process at the close of each semester.

• Assist the faculty course scheduler in the scheduling of class sections;

Enter scheduled course information in the University’s scheduling system and update the schedule as changes are needed prior to the start of each semester; facilitate classroom changes for faculty whose classrooms do not meet their teaching needs.

• Serve as department property, computer inventory, and IT administrator;

Work with relevant departments to ensure the smooth onboarding of new staff; ensure that all new hires receive e-mail and telephone access and appropriate office space, as well as access to required software applications, when appropriate; serve as department point person regarding equipment issues and office moves/logistics.

• Manage booking of Philosophy Department conference space;

Assist in maintaining calendar of room availability.

• Coordinate efforts with internal and external departments and customers, as well as faculty and students, to exchange information, resolve problems and/or facilitate progress of departmental programs, functions, and activities.

• Maintain updated Department and student files to include course evaluations, student advising folders, and personnel related documents;

Manage Philosophy OneDrive where important documents are stored.

• Maintain and update department website and social media.

• Meet regularly with Department Chair; assist in planning Department meetings and retreats;

• Attend monthly Department Administrative Meetings.

• Perform other duties as assigned.

Qualifications:

Applicants must have (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, including functions like purchasing, personnel management, budgeting, accounting, and more, or (B) any equivalent combination of the required experience and substitutions below.

• Substitutions include degrees in related fields that may substitute for experience.

• Knowledge of standard office practices and procedures, software applications, and filing systems is required.

• Ability to understand, explain and apply applicable laws, rules, regulations, and policies.

• Strong communication, supervision, record-keeping, and interpersonal skills are essential.

Please apply online with your resume, cover letter and list of three professional work references. Review of candidates will begin following the application closing date.

This position is non-exempt union.