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POSITION OBJECTIVE 

Working under general direction, the Department Assistant 3 has overall responsibility for the smooth functioning of the department, providing administrative support to the department and chair by fostering collaborative relationships, efficiently managing administrative tasks, assisting with overseeing budgets, supporting the PhD program, and enhancing faculty productivity while maintaining strong alumni relations.

ESSENTIAL FUNCTIONS 

1. Departmental Administration Activities: Perform diverse duties of an administrative/clerical nature requiring accuracy to the department chair and department; This includes maintaining the chair and departments calendars, organizing and planning travel arrangements, coordinate the faculty hiring process, processing expense reimbursements and taking minutes at department meetings. Ensure office equipment is running smoothly and schedule support if a problem occurs. Stock office supplies and order supplies when needed or requested. Facilitate communications between department and the university. Develop and maintain collaborative working relationships with the department's faculty, staff, students and alumni as well as other administrators within the school of management, the dean's office staff, and the director of finance and administration to be able to complete department objectives. Maintain, update and audit the student and the alumni lists. Coordinate workflow between departments, provide backup support to the Master of Science in Positive Organization Development (MPOD) program staff as needed.  (40%)
2. Communications and Events: The department assistant will organize and plan meetings, departmental agenda, events, etc. for the chair and the department. Organizing the annual department reception at the Academy of Management conference. Help coordinate and organize alumni reunions Monitor and update the department website. Coordinate departments working paper series and prepare communications to the department and PhD alumni as needed regarding updates, events, etc.  (20%)
3. Budget and Financial Oversight: May authorize routine department expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, budget analysis/ forecasting, expense reports. Work with the chair and the dean's office staff to update the annual and quarterly budgets, prepare forecasts, and undertake reconciliation as needed. Help with effort reporting. (15%)
4. PhD Program Coordination and Support: Involved with more complex/difficult matters the department assistant will be the point of contact for students and triage any questions or concerns that emerge. Manage payroll and expenses. Help the Chair with doctoral program course scheduling and other planning. Oversee onboarding of new students. Ensure that financial arrangements for each student are documented. Maintain confidential records and manage the PhD applications and admissions process. Answer applicant queries regarding admissions process. (15%)

5. Faculty Support: Help Departmental faculty be more productive as unusual needs may arise. Update the annual course staffing plan and communicate course teaching schedules for the year. Update the annual research assistant and teaching assistant coaching plan. Assist in preparation adjunct instructor contracts. Support faculty efforts to oversee student awards and prizes. (10%)

    

NONESSENTIAL FUNCITONS 

Miscellaneous Functions: Perform other duties as assigned. (<1%).  

CONTACTS

Department: Continuous contact with departments, programs, centers, administration, faculty and staff to exchange information.

University: Frequent contact with deans, vice presidents, and division staff to exchange

information.