This Civil-Service non-bargaining position serves as the office manager for the Department of Chemistry & Biochemistry, supervising clerical staff and managing workloads, managing budgetary documents, purchasing supplies and creating and running various reports. This position is responsible for providing instructional support and personnel support. This position also serves as the Administrative Assistant to the Department Head providing assistance in supervising and managing the operations of the department and day-to-day operations of the front office to include confidential correspondences/issues. Identify, discuss and resolve issues relating to various deadlines and workload. Prevent and solve problems.
Prepare responses to requests for departmental information, including recurring requests (including FIRs, ACS reports, departmental assessments, faculty contact hours, workload summaries, catalog copy, program surveys, external review, SFF applications, personnel and space inventory), and ad hoc requests.
Departmental webpage development and maintainance.
Coordinate design, production and distribution and serve as co-editor of departmental newsletter.
Maintain department files, Policies and Procedures manual, develop and maintain Department Handbook.
GTA Handbook, Graduate Handbook, UGTA Handbook, Canvas training online.
Maintain department historical information (Digital Conservancy, Archives).
Organize all aspects of faculty retreats.
Assist with curriculum and electronic course scheduling (ECS).
Calculate Contact Hours.
Coordinate department activities with other UMD graduate programs such as Integrated Biosciences and Water Resources graduate programs.
Assist Department Head (10%): Provide assistance to the department head in managing the operations of the department. Prepare summer session proposals, course access requests, curriculum proposals, coordinate summer support for graduate students, schedule department meetings, draft letters, reports and memos; assist with other special projects as needed.
Administrative Assistant for all faculty and staff searches.
Head staff searches (direct reporting staff)
Prepare appointment, change and termination documents. Problem-solve appointment issues, etc.
Align payroll with appropriate budget distribution; answer payroll questions and serve as a resource on payroll policies and procedures.
Assist faculty in preparing promotion and tenure files.
Work with International Student and Scholar Services on policies and procedures for international applicants/hires, including tax and visa issues.
Arrange new employee orientation.
Hire/train office staff.
Handle personnel paperwork (i.e., letter of offer, Personnel Action Worksheet, HRIF, I-9, W-4, etc.) for Department of Chemistry & Biochemistry.
Serve as administrative assistant for all aspects of faculty and staff (P&A, Post-doctoral, CS/BU, etc.) job searches and hiring.
Provide administrative support for Promotion & Tenure as well as other nomination procedures of department faculty.
Provide I-9 employment, degree/transcript and employment verification.
Instructional Activities (10%):
Prepare online schedule of classes and monitor enrollments, schedule graduate classes.
Schedule UGTA/GTA teaching assignments.
Coordinate secretarial services to the department.
Hire/terminate, train, supervise and evaluate clerical workers and student office assistants.
Contribute to development of team effort.
Prioritize and coordinate office staff activities.
Serve as back-up to department office staff.
Identify/obtain current, relevant and ongoing training in EFS, People Soft, etc. in addition to supervisory/managerial training.
Provide support to departmental liaison with donors, including coordination of annual banquets.
Manage/update Foundation Funds spending plans.
Create, update & monitor Department online scholarship processes & applications.
Process student award/scholarship payments.
Provide support to Development Committee Chair, maintaining records of and coordinating correspondence to departmental alumni and donors.
The Employer retains the right to change or assign other duties to this position.
BA/BS or a combination of related education and work experience to equal four years; applies knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution.
Internal Number: 334157
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