Job Title:  Educational Services Assistant - Biology, Chemistry and Music Departments

Primary Role

Provides varied and complex administrative and office support services for Biology, Chemistry and Music Departments.

Typical Duties & Responsibilities

  • Performs a variety of administrative, office support services for multiple departments, including correspondence preparation; filing maintenance and retrieval; copying; faxing and scanning. Prepares and proofreads documents including reports and correspondence

  • Collects data and information collected from reports, applications, forms and requests, ensuring accuracy and completeness. Maintains supports supporting databases, spreadsheets and files.

  • Performs logistical support services including scheduling and planning meetings, events, travel.

  • Schedules and promotes the Bookend Seminar Series through posters, announcements and kiosk advertising

  • Collects and allocates receipts for multiple purchasing cards each month

  • Collects and allocates receipts for the Remote Field Course in the spring

  • Serves as budget officer, completes and prepares documents for yearly budget

  • Oversees inventory for offices and classroom, purchasing goods and services; receives and deposits payments, submit payment requests

  • Serves as secretary to Faculty Development and Benefits Committees, arranging meeting locations, preparing and distributing minutes

  • Serves as coordinator for end of year Chemistry oral exams, arranging times and scheduling non-science faculty

  • Prepares interview schedule, distributes documents, and arranges for meals and accommodations for candidates involved in job searches. Organizes receipts and forwards information to Human Resources 

  • Assists new faculty hires, orders name plates and keys. Checks office for cleanliness, computer and telephone. Arranges training and provides general orientation to campus, copier, book store, etc.

  • Maintains kiosk, inserting announcements as required and general maintenance

  • May hire and supervise student assistants and manage payroll

  • Assists music department with mass mailings. Maintains and updates rosters. Prepares programs for performances and concerts. Researches student information for insertion on programs.

  • Maintains Excel documents and tracks students’ payments for various music-related expenses, CDs, shirts, music, field trips, etc.

  • Attends training and workshops for personal and professional advancement

  • Serves as receptionist, answering questions, giving directions, offering help and services as needed. Provides program information and policies to a diverse group of people, both internal and external.

  • Maintains complete confidentiality

Supervision Required/Given

Works with considerable independence. Must work collaboratively with diverse individuals and groups. May supervise a small support staff and/or student assistants.

Position Qualifications

  • Knowledge and capabilities normally acquired through completion of a high school diploma. Additional academic training preferred.
  • Three years experience in an office setting sufficient to demonstrate intermediate competencies in: customer service, project planning and management, PC based office software, budget tracking, staff supervision, word processing skills, and effective handling of confidential materials.