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Inside Higher Ed · 1 week ago

Administrative Specialist II - Math & Science

Beebe, AR

Full-time

Onsite

Mid Level

$26K/yr - $26K/yr

3+ years exp

Arkansas State University – Beebe is a two-year residential community college inviting applications for an Administrative Specialist II for the Math & Science Division. The primary purpose of this position is to assist the Dean of Math & Sciences with various administrative duties, budgeting, event coordination, and support for faculty and students.

Digital MediaEducationHigher EducationJournalismRecruiting

No H1B

Responsibilities

General administrative duties: Serves as point of contact for visitors, students, faculty, and staff via phone, email, and/or in-person. Supports division, faculty, and dean by answering telephone, making copies for the dean, and developing correspondence as needed. Processes mail in/out; maintains physical/digital office filing system; assists in division website content management and data requests

Purchasing/budgeting/inventory: Maintains departmental accounts for ordering supplies and maintaining inventory; prepares items for submission to M & R and transfer of property; enters requisitions and receives materials; maintains P-Card; assist with inventory including supporting annual procurement efforts; assists faculty in locating resources; processes faculty/staff requests to advancement for promotional items; maintains list of loaned departmental items for checkout. Maintains copier by arranging service and supplies; prepares copier report

Coordinating Division Events and Recruitment: Maintains dean and division calendars. Organizes, coordinates, plans, and conducts division events by securing space, equipment, food, invitations, and announcements. Facilitates recruiting events by organizing volunteers and coordinating table setup and displays. Assists division in coordinating events and functions in conjunction with other campus groups such as student services or institutional advancement. Coordinates scheduling of math and science facilities. Attends division recruitment events as needed

Division employee support: Supports division in onboarding new employees; makes arrangements for phone, computer, business cards, ID card, and any required training. Processes pay authorizations and overloads for faculty. Supervises student workers as needed. Supports the Dean and faculty in making travel arrangements, in preparing TR-1’s, and in submitting forms for payment. Submits trouble tickets for IT and Maintenance as requested. Submit service orders and key requests to the Physical Plant as needed

Faculty and Student Support: Assists in the preparation, collection, and submission of faculty syllabi; ensures posting of office hours; maintains digital copies of course syllabi; manages classroom schedules; communicates reminders of reports and deadlines to faculty (i.e. submission of grades, attendance); receives communications for faculty absences and assists in notification to students. Directs students to appropriate faculty advisors, supports advising initiatives, facilitates open registration sessions and ensures adequate faculty advisors for student demand, utilizes Banner to support advisor, program coordinator, and dean requests for overrides, course edits, etc. and to answer student questions as needed

Perform any other related duties as required or assigned