Administrative Assistant II - Physics, Chinese Studies, ROTC, Phi Beta Kappa, and Wearn Lecture
Davidson College
Davidson, NC
Full-time
Administration / Clerical
Posted on April 3, 2024
JOB DESCRIPTION
Description of Environment:
This position provides administrative support to the Academic Departments of Physics, Chinese Studies, and Military Science (ROTC). In addition, the position is responsible for providing support to Phi Beta Kappa – the oldest and most prestigious academic society in the United States. This position also supports the Wearn Lecture: a lecturer chosen by the faculty/committee of faculty for their unusual or outstanding accomplishments in their field or for exceptional statesmanship, particularly but not limited to those in scientific disciplines (including chemistry, physics, and biology).
Required Skills:
Skills sought include organization, service orientation, ability to multi-task, and project management. Must be self-directed and able to work both independently and as a member of a team. Skills in Microsoft products (Excel, Word, Outlook, PowerPoint) and Google (Drive, Sheets, Forms, Docs, Slides) are essential to success. Experience with virtual meeting tools (e.g., Zoom, Teams, Webinar[MB1] ) are preferred. Prior experience working with a financial system, such as Banner, Oracle, PeopleSoft, or WorkDay strongly preferred.
Educational Requirements:
Bachelor's degree plus 1-3 years of experience is preferred. Equivalent experience will be considered.
Job Responsibilities:
The following is a list of essential responsibilities for the Department Coordinator:
Academic Support: Including the ordering of and assisting in the preparation of classroom materials. Communication with students in the absence of the professor.
Office and/or Facilities Management: Including ordering supplies, maintaining equipment (e.g., copiers), approving EMS reservation requests, submitting maintenance work orders, maintaining inventory and/or insurance records, card access management.
Financial management: Including administering invoice payments, P-card transaction reconciliation, reconciling budgets and informing chairs of budget status in Oracle. May include responsibility for collection of payments and fees (e.g., lab, travel, etc.)
Event Planning: Including room reservations, budget, invitations and RSVP's, audio-visual support, honoraria payments, catering, publicity, nametags or place cards, hosting duties (and/or identify and organize hosts for various points during the stay).
Travel Planning: Including flight arrangements, in-town transportation and hotel arrangements for visitors or student groups.
Communications and Marketing: Including website maintenance, designing press releases, managing bulletin boards, lobby displays (using ScreenCloud), quarterly newsletters and event posters, campus calendar entries, social media presence.
Record-keeping and data management: Including class schedules, department major and minor records, catalog, competitions and scholarship programs, registration for programs, groups or additional classes, running reports.
Support Department Assessment: Including data collection, spreadsheets, Qualtrix surveys, SACs reports.
Special Projects: Including annual reports, outreach to prospective students, faculty searches, external reviews, etc. Other duties as assigned.
As a part of your application materials, a resume and cover letter are required. Information about how to submit the application documents can be found at https://employment.davidson.edu
ABOUT US
Davidson is a highly selective, nationally ranked, residential, four-year liberal arts college located in Davidson, North Carolina, close to the city of Charlotte. Davidson is strongly committed to achieving excellence and cultural diversity (https://www.davidson.edu/about/commitment-diversity-and-inclusion), and welcomes applications from women, members of minority groups, and others who would bring additional dimensions to the college's mission.
At Davidson College, we believe the college grows stronger by recruiting and retaining a diverse faculty and staff committed to building an inclusive community. In order to achieve and sustain educational excellence, we seek to hire talented faculty and staff across the intersections of diverse races, ethnicities, religions, sexual orientations, gender identities, ages, socio-economic backgrounds, political perspectives, abilities, cultures, and national origins.
Description of Environment:
This position provides administrative support to the Academic Departments of Physics, Chinese Studies, and Military Science (ROTC). In addition, the position is responsible for providing support to Phi Beta Kappa – the oldest and most prestigious academic society in the United States. This position also supports the Wearn Lecture: a lecturer chosen by the faculty/committee of faculty for their unusual or outstanding accomplishments in their field or for exceptional statesmanship, particularly but not limited to those in scientific disciplines (including chemistry, physics, and biology).
Required Skills:
Skills sought include organization, service orientation, ability to multi-task, and project management. Must be self-directed and able to work both independently and as a member of a team. Skills in Microsoft products (Excel, Word, Outlook, PowerPoint) and Google (Drive, Sheets, Forms, Docs, Slides) are essential to success. Experience with virtual meeting tools (e.g., Zoom, Teams, Webinar[MB1] ) are preferred. Prior experience working with a financial system, such as Banner, Oracle, PeopleSoft, or WorkDay strongly preferred.
Educational Requirements:
Bachelor's degree plus 1-3 years of experience is preferred. Equivalent experience will be considered.
Job Responsibilities:
The following is a list of essential responsibilities for the Department Coordinator:
Academic Support: Including the ordering of and assisting in the preparation of classroom materials. Communication with students in the absence of the professor.
Office and/or Facilities Management: Including ordering supplies, maintaining equipment (e.g., copiers), approving EMS reservation requests, submitting maintenance work orders, maintaining inventory and/or insurance records, card access management.
Financial management: Including administering invoice payments, P-card transaction reconciliation, reconciling budgets and informing chairs of budget status in Oracle. May include responsibility for collection of payments and fees (e.g., lab, travel, etc.)
Event Planning: Including room reservations, budget, invitations and RSVP's, audio-visual support, honoraria payments, catering, publicity, nametags or place cards, hosting duties (and/or identify and organize hosts for various points during the stay).
Travel Planning: Including flight arrangements, in-town transportation and hotel arrangements for visitors or student groups.
Communications and Marketing: Including website maintenance, designing press releases, managing bulletin boards, lobby displays (using ScreenCloud), quarterly newsletters and event posters, campus calendar entries, social media presence.
Record-keeping and data management: Including class schedules, department major and minor records, catalog, competitions and scholarship programs, registration for programs, groups or additional classes, running reports.
Support Department Assessment: Including data collection, spreadsheets, Qualtrix surveys, SACs reports.
Special Projects: Including annual reports, outreach to prospective students, faculty searches, external reviews, etc. Other duties as assigned.
As a part of your application materials, a resume and cover letter are required. Information about how to submit the application documents can be found at https://employment.davidson.edu
ABOUT US
Davidson is a highly selective, nationally ranked, residential, four-year liberal arts college located in Davidson, North Carolina, close to the city of Charlotte. Davidson is strongly committed to achieving excellence and cultural diversity (https://www.davidson.edu/about/commitment-diversity-and-inclusion), and welcomes applications from women, members of minority groups, and others who would bring additional dimensions to the college's mission.
At Davidson College, we believe the college grows stronger by recruiting and retaining a diverse faculty and staff committed to building an inclusive community. In order to achieve and sustain educational excellence, we seek to hire talented faculty and staff across the intersections of diverse races, ethnicities, religions, sexual orientations, gender identities, ages, socio-economic backgrounds, political perspectives, abilities, cultures, and national origins.
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