Administrative Support Supervisor

Administrative Support Supervisor

Reference: 39983

Please note: All postings close at 12 A.M. CST on the closing date.  This employer participates in E-Verify.

Position Summary:

The Administrative Support Supervisor is responsible for supervising the activities of support level personnel within an assigned department or program

Duties & Responsibilities:

• Greet incoming individuals and answer the telephone, directing inquiries to the appropriate person.
• Manage all office correspondence, including all incoming and outgoing mail and e-mail directed to and from the Biological Sciences Department, faculty, and graduate students.
• Maintain calendar for Chair of Biological Sciences Department.
• Take notes at faculty meetings.
• Advertise and schedule departmental events.
• Coordinate academic and co-curricular activities within the department.
• Prepare faculty and graduate student phone and e-mail lists.
• Assist graduate students and direct student inquiries to the appropriate faculty or staff member.
• Assist with tracking Graduate Student FormStack forms and their progress within their program.
• Coordinate on-campus interviews of prospective faculty.
• Concur Travel – Faculty, Students, and Guests of A-State
• Work with Department Business Coordinator to make sure budget resources are available.
• Prepare Travel Authorization through Concur Travel.
• Use Department Travel Card to make travel reservations (airline, hotel, registration, secure vehicle safety for all drivers using department vehicles or rental cars). Prepare 14-Day Advance travel memo if required.
• Work with faculty to make travel arrangements for Biology Seminar speakers and faculty candidates as required. 
• Prepare Travel Expense Reports through Concur Travel on behalf of travelers, reallocate charges to appropriate account(s) as necessary.  Note:  Travel expense reports should be processed within 10 days of return.
• Track and prepare P-Card report for office and miscellaneous supplies bought for the office of Biological Sciences.
• Work with Department Business Coordinator if questions arise concerning reallocation budget for charges.
• Maintain the Department copier; assist faculty with any copier-related issues; and make copies as needed.
• Maintain a log of all sensitive and non-sensitive documents leaving the department for additional signatures.  For example, Volunteer Memorandum of Understanding for Biological Sciences,
• Travel Memos, Vehicle Safety Program form (VSP).
• Point person for reserving Department Fleet Vehicles, upkeep of Vehicle Checklist, Tags, Insurance, and Wex Card for Vehicles.  Also responsible for initiating the Vehicle Safety Program Form for faculty/graduate students who will be using Department Fleet Vehicles. Responsible for scheduling vehicle maintenance with Facilities/Motor Pool.
• Process Work Orders as needed on behalf of the department.
• Update and maintain department website and recruitment pamphlets, degree/major checklists.
• Liaison with Information & Technology Services for IT issues.
• Authority for signing and distributing documents from Access and Accommodation Services to the appropriate faculty
• Maintain department list of majors and teaching assistants.
• Maintain 11th-day official course enrollment 
• Enter department’s course schedules into Banner/CourseDog
• Create variable credit research courses for Biology
• Oversee Registration Error Reports from Registrar’s office 
• Assist students with class overrides per faculty’s requests
• TA coordination – collect student schedules for Fall/Spring and coordinate with needed TA slots.
• Oversee room scheduling for Bio classrooms, including meetings and defenses.
• Other duties as assigned.

Knowledge/Skills/Abilities:

Knowledge of record keeping procedures, the principles and practices of mathematics and basic data analysis, work-related subject area, computer, and software applications.

Ability to plan and organize. Ability to interpret and apply policy and procedures involving Travel, P-Card, and Graduate Student Policies.

Ability to conduct research and compile data into report form, establish and maintain filing systems, operate standard office equipment, and ability to research and analyze related work program information.

General Days/Hours:

Monday - Friday
8:00 a.m. - 5:00 p.m.
Additional hours as requested and/or needed
Regular and reliable attendance

Other:

Please note: all position postings close at 12:00 A.M. CST on the position closing date

Minimum Qualifications:

The formal education equivalent of a High School Diploma.

One (1) year of training in Business Management, Business Education, or a related field

Three (3) years of experience in specialized or related field applicable to work performed.

E-Verify Participation Notice:

https://www.e-verify.gov/sites/default/files/everify/posters/EVerifyParticipationPoster.pdf

E-Verify Right to Work:

https://www.e-verify.gov/sites/default/files/everify/posters/IER_RightToWorkPoster%20Eng_Es.pdf