Administrative Support Supervisor
Posted Updated
- 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.