Office Associate, Senior Physics & Astronomy

JOB TITLE:

Office Associate Senior

JOB PURPOSE:

Perform complex administrative tasks with discretionary authority; independently make decisions which substantially impact operations within the department. Serve as the departments front line customer service contact helping students faculty staff research associates adjunct donors and varied constituents. Administratively supervise comprehensive office operations for undergraduate programs and graduate students in masters and doctoral programs.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide administrative support for the undergraduate programs of the Department. Work with the department head and independently oversee all administrative aspects of the undergraduate programs in the Department including but not limited to schedule undergraduate courses assign rooms and upload them into Banner prepare and edit information for the general bulletindevelop needed administrative tools to further streamline Department undergraduate program processes update and track student performance metrics as designated by Department Head. Work closely with the Undergraduate coordinator and the CEPS Center for Student Success as needed for undergraduate programs and academic advising.
• Provide administrative support for the graduate programs of the Department. With very limited guidance from the graduate coordinator oversee all administrative aspects of the graduate programs in the Department including but not limited to process applications prepare acceptance/denial documents communicate information to incoming students track the progress of all students interact with the Registrar to solve problems maintain all Department student records prepare and edit information for the general bulletin schedule graduate courses assign rooms and upload them into Banner maintain a complex database of all graduate student records and develop needed administrative tools to further streamline Department graduate program processes. Serve as liaison between students faculty Academic Affairs International Students Office etc.; and maintain database of graduate student metrics as directed by the Department Head.
• Oversee the Departments office operations. Under very limited supervision administratively oversee the departments office operations insuring exemplary customer service problem resolution and intra-departmental communication. Provide administrative support to the annual reappointment tenure and promotion process and annual faculty review process and manage faculty searches. Hire train and supervise student workers in the department.
• Provide administrative support for the Department leadership. Anticipate and meet the needs of the Department head associate head graduate coordinator and committee chairs for administrative information including but not limited to prepare and process administrative documents schedule and organize advisory board meetings maintain a database of advisory board members prepare minutes from faculty and advisory board meetings maintain a donor database and prepare receipt/thank you letters manage the distribution collection and preparation of teaching evaluations coordinate website maintenance develop department newsletter and coordinate with College personnel as needed.
• Provide administrative support for the Department physical plant. Under very limited supervision manage the non-laboratory physical plant for the department including but not limited to manage room assignments for faculty staff and students including assigning phone numbers etc. coordinate office maintenance and painting identify office equipment needs. Coordinate laboratory physical plant needs of the department with faculty.

SUPPLEMENTAL FUNCTIONS:

• Assist with special projects as needed.
• Responsible for researching developing and finalizing reports/surveys to the Deans Office administration and outside agencies.
• Serve as the primary backup support for the Chemistry department.
• Serve on College and University committees as appropriate.

COMPETENCIES:

• Analysis/Problem Identification
• Attention to detail
• Consistency
• Individual Leadership
• Initiative
• Quality Orientation
• Work Prioritization & Management

MINIMUM QUALIFICATIONS:

Education: Associates degree

Experience: 1 year progressively responsible work-related experience

DESIRED QUALIFICATIONS:

• Excellent written oral and verbal communication skills
• Strong attention to detail
• Excellent organizational skills
• Knowledge of Microsoft Office suite including Word Excel PowerPoint and Outlook

REQUIRED MATERIALS:

Complete the online application and upload the following for a complete application: cover letter resume or C.V. and contact information for four work-related references.

This position will remain open until filled. Complete applications received by 10/21/25 will receive full consideration.