Department Assistant II – Math Department (hourly, union)

This operational position provides secretarial and clerical support to assigned administrators faculty and departments in support of the efficient operation of the Department of Mathematical Sciences. This is an academic year 10 month position (.85 FTE)

RESPONSIBILITIES/DUTIES/FUNCTIONS/TASKS:

Performs basic online research

Maintains physical and digital files

Responds to basic inquiries and routine requests

Hires / supervises student workers and prepares student payroll as needed

Handles basic purchases invoices and payments

May act as department receptionist answering telephones and sorting mail

Maintains basic calendars - schedules meetings and appointments

Maintains and updates department bulletin boards

Coordinates individual or group travel arrangements and expense reports

Prepares routine mailings

Submits work orders

Coordinates routine department searches

Administers event support including securing reservations catering work orders and other logistical requirements for one-time or recurring events

Designs basic flyers brochures newsletters invitations and signs for programs

Maintains/tracks basic budgets and grants

Monitors budgets for non-College-sourced funds (grants)

Acts as a resource to team members and as a primary resource to other areas of the College

Assists others as needed to ensure departmental processes and procedures are performed appropriately

Refers students parents communications and requests to the appropriate parties

Handles basic information data or research requests

Tracks department activities and assists in data collection for the departments annual report

May assist with proctoring as necessary

Other related duties as directed

REQUIRED SKILLS:

Writes legibly and speaks clearly to ensure messages are understood

Listens carefully to understand and asks questions to clarify

Works under general supervision

Works well as part of a team fosters an environment that values differing perspectives

Good organizational skills

Good interpersonal and professional communication skills

Models and reinforces customer service behaviors

Knowledge of office procedures

Seeks assistance when needed

Provides assistance when possible referring questions and problems to a higher level as appropriate

Accepts new tasks in a positive manner

Continually seeks opportunities to improve tasks within the area of control

Consistently uses equipment resources and work time efficiently and effectively

High level of accuracy and attention to detail

Basic writing and composition skills

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

Prior closely related work experience

HS Diploma

Proficiency at the advanced level for Microsoft Office

Consistently meets deadlines

Routinely multitasks

Works independently under routine supervision

Knowledge of office procedures and budgets

Adept usage of online information resources

PREFERRED QUALIFICATIONS AND EDUCATION REQUIREMENTS:

Prior Lafayette College work experience

Regularly demonstrates ability to learn and use new computer and web-based applications and products essential to department functions (e.g. Microsoft Office FAMIS Qualtrics Career Vault Google Suite Emburse Banner electronic data records etc.)

Regularly exercises good judgment in identifying issues that need to be brought to immediate supervisors including ideas for improvement and inefficiencies

PHYSICAL REQUIREMENTS:

While performing the duties of this position the employee is regularly required to stand walk and sit. The employee is occasionally required to stoop kneel crouch or crawl. The employee will occasionally lift and/or push up to 40 lbs.