Administrative Specialist II (Graduate Programs Assistant)- Chemistry
This position works closely with the Graduate Programs Associate Head & the Director of Graduate Studies. In addition, this position provides department information and application assistance to prospective graduate students, assists with hiring graduate students and undergraduate teaching assistants, enters graduate student assistantship appointments, graduate student appointment changes and assists with candidacy graduation paperwork. This position provides support to the department (Department Head, Graduate programs Associate Head, Assistantship Committee, Director of Graduate Studies, Graduate Student Recruiting Coordinator, and Administrative Manager) and is under the general supervision of the Administrative Manager.
Duties and Responsibilities
Works closely with the Graduate Programs Associate Head, which includes but not limited to:
Assists with writing letters from templates
Prepares reports and other documents
Takes minutes for the Assistantship Committee
Prepares materials for graduate student department orientation
Improving and revising information as needed and updating with university and department changes.
Coordinates OPiC testing
Collaborates with international students regarding additional requirements for appointment
Resource for graduate students on questions related to graduate student policies and procedures on enrollment, appointment as GTA or GRA
Maintain and update the departmental graduate student database
Distributing and tracking all offers made to prospective graduate students
Gathers data and compiles reports for Graduate School and the Dean's Office of the College of Arts & Sciences
This position anticipates student needs, sending reminders about required paperwork to be completed for the Department and the Graduate School during the course of the graduate program, and manages final signatures and making final submissions to the Graduate School of M.S and Ph.D. committee and candidacy forms
Liaison between prospective graduate students and department committees
Provides administrative assistance to supervisor, which includes but not limited to:
Providing students with information regarding hiring paperwork
Completes all hiring paperwork, including I-9s, for incoming graduate students (approx.. 20-40 each Fall)
Completes all graduate student appointment changes paperwork each fall and spring semester (approx. 145 students)
Confirms attributes of all student position in IRIS
Maintain personnel files for graduate students
Assist with managing customer service at the counter for graduate students
Back-up for processing visa applications, hiring paperwork, undergraduate hiring for non-students in the department, as well as, back-up for departmental monthly payroll
Assist with managing multi-line phone (secondary)
Scheduling of 3 conference rooms (secondary)
Managing mail (secondary)
Generate, proofread and edit departmental documents
Assist with departmental events
Assist in set-up and take-down for departmental events, which includes the physical moving of furniture
Support main office staff, as needed
Covering tasks performed by other Main Office staff when projects must be completed during absences of those coworkers.
Other duties as assigned by Department Head, Graduate Programs Associate Head and Administrative Manager
Provides administrative assistance to Assistantship Committee, Director of Graduate Studies
Student Recruiting & Communications Coordinator, undergraduate students, graduate students, staff and faculty which includes but is not limited to:
Assists the Student Recruiting & Communications Coordinator with the Research Open House
Compiles information from the graduate student applications through Slate
Provides prospective graduate students and their mentoring faculty information regarding our graduate program and application process.
Required to be willing to work one to two weekends per year for a department event
Manages the CPR and ORP forms and records the scores
Enters all student defenses in iThenticate for Research Committee members
Collaborates with other campus departments for the administrative needs of graduate students, staff, faculty and prospective graduate students of the Chemistry Department.
Internal Number: 210929
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