Harvey Mudd College ยท 1 day ago
Academic Administrative Assistant
Olin Building
Full-time
Hybrid
Mid, Senior Level
$22/hr - $24.92/hr
5+ years expHarvey Mudd College is a prestigious institution seeking an Academic Administrative Assistant for the Biology department. The role involves performing a range of administrative duties including accounting, scheduling, and supporting departmental operations.
Higher Education
Responsibilities
Generate and process payments for all department purchase orders, supplier invoices, purchase requisitions, faculty/staff reimbursements, journal vouchers, and journal entries
Collect W-9s for suppliers and/or companies providing services or supplies and create their profile in the Workday financial system
Maintain and manage the year-end closing of department accounts
Reconcile all departmental accounts, external grants, and purchase cards (Wells Fargo Visa)
Manage and reconcile departmental petty cash
Process cash payments received in the department and post them to the TCCS Financial Services cashier
Provide faculty with Workday account balances for grants, gifts, and projects
Generate and submit departmental travel reports
Develop and maintain spreadsheets (that align with grant budgets) for department faculty PIs. These spreadsheets are used for tracking day-to-day expenditures, and budget projections of federal/private grants or research-based projects
Assist department PIs in their annual grant recordkeeping/reporting process
Coordinate weekly colloquium with the designated faculty member
Distribute weekly colloquium electronic announcements
Coordinate and set up refreshments for the weekly colloquium
Coordinate room reservations for office hours, meetings, social events, and workshops as needed. Including room set-ups, such as catering and audio/visual needs
Maintain and manage academic schedule (Word file)
Coordinate and maintain reservations for Biology's department conference room (Olin B163/Bl65)
Coordinate and set up all department mixers/holiday/social events
Coordinate all departmental cars, vans, and bus rentals for annual field trips, as needed
Assist faculty, students, staff, or guests with travel accommodations
Collaborate with faculty in recruiting student workers during academic semesters
Notify faculty of students who are not permitted to work
Generate and submit new hire (onboarding) and returning student worker information to the Business Affairs and Human Resources office for set-up in the Workday payroll system. Including student worker names, position title, hourly rate, and the appropriate financial account for wage payments
Review and authorize departmental student payroll timesheets for Work Study and Non-work Study workers, including terminations during the fall, spring, and summer semesters
Communicate with students, Human Resources, and faculty (regarding incomplete onboarding status) to resolve Workday timesheet issues, or mandatory (onboarding) documentation requirements, and assist with resolving errors
Issue email announcements to student workers when timesheets are due
Maintain and archive all department accounting files
Maintain and securely archive all biology student majors, joint/double majors files used by faculty for mentoring/advising purposes
Coordinate and reconcile the selling of Biology lab notebooks
Purchase, coordinate, and distribute Biology department promotional items (jackets/gifts)
Coordinate and request key and tap/swipe access throughout the biology department from F&M for students, faculty, and staff
Research, price, purchase, and maintain all departmental office supplies and small office equipment
Issue maintenance requests from F&M for department repairs as needed
Attend weekly department meeting
Process daily incoming USPS mail, sign for, and distribute UPS, DHL and FedEx for domestic and international deliveries. Give priority to temperature-sensitive packages
Process USPS, UPS, DHL, and FedEx Labels for domestic and international shipments (general, hazardous, and non-hazardous) and deliver to local drop-off locations. Give priority to temperature-sensitive packages by dropping packages off at closest airport hubs
Word processing as needed
Photocopy all administrative/departmental coursework as needed
Assist faculty with special accommodations for exams and delivering materials to the classroom as needed
Back-up of general duties for the biology lab manager when away from the department
Maintain and oversee the office stockroom, the biology student lounge, and the Olin 1st-floor kitchenette
Assist in all aspects of departmental tenure-track faculty searches
Develop and maintain a spreadsheet for the department equipment list inventory
Assist Business Affairs in federally funded lab equipment audits
Maintain major, joint-major, and departmental photo displays
Maintain major, joint-major awards (display plaques, generate certifications and monetary checks/gift cards)
Other duties and special projects as assigned by the Department Chair
Maintain strong interpersonal skills and tact in dealing with students, faculty, and staff
Maintain an adaptable, versatile personality when dealing with students, faculty, and staff
Qualification
Required
Graduation from high school plus two or more years of college or business school equal to at least two years of college, with courses in office administration and organizational procedures; or any combination of education, training and experience that provides the requisite knowledge, skills and abilities of the position
Five to six years of increasingly responsible related experience
Experience with, or ability and willingness to learn, basic aspects of technical software used for word processing and typesetting technical documents
Strong organizational and time-management skills, with the ability to manage multiple ongoing tasks, deadlines, and departmental needs
Proficiency with Workday (finance, reporting, accounting, and payroll) or similar enterprise systems
Ability to create, maintain, and interpret spreadsheets for budgeting, grant tracking, and expense management
Strong written and verbal communication skills, including the ability to draft announcements, coordinate events, and correspond with faculty, students, and external partners
Ability to coordinate complex scheduling, including events, room reservations, colloquia, travel arrangements, and departmental calendars
Excellent attention to detail with the ability to maintain accurate records and confidential files
Strong interpersonal skills and the ability to work effectively with students, faculty, staff, external vendors, and visitors
Ability to problem-solve independently and resolve issues related to payroll, onboarding, documentation, and department operations
Ability to handle time-sensitive materials and prioritize urgent tasks (e.g., deliveries, shipments, student needs)
Adaptability and flexibility in managing shifting departmental priorities and special projects
Preferred
Experience with Workday (finance, payroll, and/or HR modules)
Prior experience in higher education, especially in academic departments or research environments
Experience supporting grant-funded projects, including reporting, budgeting, or working with PIs
Familiarity with scheduling systems such as VEMS or similar event/room reservation software
Experience coordinating departmental events, travel, purchasing, and vendor relationships
Knowledge of laboratory or research-based administrative procedures (e.g., inventory tracking, equipment audits, hazardous/temperature-sensitive shipments)
Company
Harvey Mudd College
Nation's top liberal arts college of engineering, science, and mathematics
201-500 employees
H1B Sponsorship
Harvey Mudd College has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
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Trends of Total Sponsorships
2025 (5)
2024 (3)
2023 (7)
2022 (1)
2021 (2)
2020 (2)
Funding
Current Stage
Growth StageLeadership Team
Jacob Fain
Co-Founder / Vice President - Mudd Automotive Club
Andrew Dorantes, PhD
Vice President, Chief Operating Officer and Treasurer
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