Administrative & Student Support Specialist

30% Provide advice, counsel, and information regarding department’s academic activities to student, faculty, or staff. Perform tasks and provide information regarding graduate and undergraduate admission, registration and financial aid and scholarship processes, following standard procedures with basic interpretation of policies that may include processing and reviewing admission applications, credentials, and decision; registration, course evaluation, evaluate transfer coursework and degree completion; process, notify and monitoring student scholarship and scholarship application.  Assist with creating and monitoring of course and classroom scheduling and enrollment. Analyze, maintain, and monitor confidential academic paperwork, records, and databases. Create reports to provide information for decision making purposes and to distribute as needed. Assist with coordinating various student related programs and events hosted by the department.

30% Serve as administrative support to the Department Chair or School Director by providing and overseeing services such as maintaining the Department Chair or School Director’s calendar; preparing and proofreading documents; organizing and maintaining paper and electronic filing systems and databases; coordinating travel arrangements and coordinating projects. May assist with support of departmental website.

30% Support daily departmental business, including monitoring department and program budgets; obtaining and maintaining inventory of equipment, services, and supplies; administers departmental purchasing activities; authorizes limited expenditures.  Assist with the employment process and maintaining departmental personnel records, coordinate position searches and other personnel matters (may include but not limited to appointments/changes, faculty load reporting, part-time faculty reasonable assurance memos, Personnel Action Forms, and student employment processes).  Assist with department events, conferences, and make travel arrangements as needed.  May serve as building coordinator and work with PFOC and locking systems as needed.

10 % Oversee department administrative staff and students by providing functional guidance to ensure smooth workflow. Provide guidance in creating and revising departmental policies and procedures. Perform other job-related duties as needed by the Department Chair or School Director.

This position is responsible for running the outward-facing aspects of our department that directly relate to student recruitment and retention. This position designs our Tiered Mentoring webpages for each research project, develops our advertisements, manages the collection of student tiered mentoring applications and organizes them for our community partners and faculty. This position manages our digital content, including posting to our social media accounts (Facebook, Instagram, and X), they update our department websites, and manage our outward-facing department content. They produce our department recruitment resources and flyers; they assist with tabling at Biology Recruitment and Retention events. They handle student walk-ins for the Biology department front office.